ADMINISTRATIVE OFFICE ASSISTANT III

Position Summary

Serves as receptionist-secretary for department. Responsible for maintaining master vendor table; monthly financial/statistical reports and budget; performing special projects; customer service; monitoring and researching outstanding checks for Escheat Check process; handling stop payment/check inquiry requests; balancing change fund accounts; handling vendor credit card payments; reconciling and submitting request to pay monthly credit card balance.

Required Qualifications

• High school diploma or GED.
• Three years of qualifying experience or a combination of education and experience that equates to three years.
• Experience with Microsoft Word.
• Customer service experience.
• Organizational skills with strong attention to detail.
• Demonstrated positive interpersonal skills.
• Effective verbal and written communication skills.
• Ability to project a positive attitude.
• Ability to manage multiple projects and meet deadlines with accurate results.
• Ability to compose, proofread and edit correspondence.

Preferred Qualifications

• Knowledge of specific software programs, mainframe/systems skills may be desired by the hiring department. (i.e. Excel, Access, SAP).
• Accounts payable experience.
• Familiarity with IRS 1099 reporting.

Duties & Responsibilities

• Receptionist/secretary.
• Handles daily inquires from departments and vendors, researches as needed, processes necessary correspondence.
• Collects, researches, and compiles data and information for special non-recurring projects.
• Maintains vendor table, researches vendor create/change requests to ensure legitimate and accurate requests, enters creates and changes in SAP.
• Analyzes vendor and payment information to determine if CMU could be liable for 1099 reporting.
• Researches vendors with foreign addresses to determine if payment would be taxable/reportable, obtains W-9 or W-8 form, per IRS regulations, to establish tax status.
• Monitors and researches uncashed checks for Escheat Check process.
• Collects data and prepares monthly financial and statistical reports for internal and external use.
• Monitors and researches outstanding vendor credits, interacts with departments and vendors to resolve.
• Handles stop payment/check inquiry requests.
• Maintains office supplies and handles repair/maintenance requests.
• Performs year-end tasks and prepares cumulative year-end schedules for audit.
• Trains and oversees work performed by student employee assigned to assist with PNC transactions.
• Balances change fund accounts.
• Performs other duties as assigned.