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.
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