"Office of Fiscal Services, Office Manager"

Provides administrative and clerical support to assigned location, department, college and/or unit. Develops, maintains and ensures compliance of department records. Assists with budgetary matters, tracks department funds and purchasing. Compiles reports and monitors assigned projects and/or program components. May supervise assigned clerical staff and/or student assistants. May maintain the assigned location's Purchasing Card (PCard) usage and processes.

Key Responsibilities:

1. Assists with assigned area administrative and clerical duties
2. Maintains email, voicemail boxes and filing system
3. Receives and distributes incoming and outgoing mail
4. Manages supply inventory and submits invoices for payment
5. Responsible for utilizing and maintaining the department's purchasing card (PCard), cash and/or credit card
6. Prepares department meeting agendas, meeting notes and distributes accordingly
7. Assists with projects and event support
8. Creates and maintains office related records and reports
9. Interprets, monitors, and analyzes information regarding operating reports, policies and procedures
10. Oversees and coordinates the day-to-day office operations
11. May supervise assigned staff and/or student assistants

Department Specific Tasks and Responsibilities:

1. Daily accounts payable voucher maintenance with transferring large amounts of digital records data and files.
2. PeopleSoft Security Form campus-wide review, distribution through DocuSign, and troubleshooting. Can also provide walkthrough for PeopleSoft Financials access from start to finish.
3. Scanning and distribution of Supplier Authorization Forms to the vendor registration team.
4. Obtains permanent E-Verify forms from various suppliers and updates entries to remain in compliance with the State of Georgia.
5. Scheduling, calling, emailing, and confirming interviews for all directors, assistant directors, and managers within Fiscal Services.
6. Maintains various conference room calendars and uses Event Management System (EMS) for specific types of meetings/events for Fiscal Services.
7. Greets any incoming visitors and distributes Checks and P-Cards, answers multiple questions and fields multiple questions. Also takes in vendor registration forms to process, checks or any other documents for Fiscal Services.
8. Handles all deliveries and pick-ups for Fiscal Services and will locate end-users for any packages shipped to the department in error.
9. Orders supplies for department through eProcurment.
10. Serve as back-up purchasing card holder and assist with any P-Card purchases for the department.
11. Assist with inventory of technology or space.
12. Assist with planning, scheduling, executing various divisional meetings or events for the department. May include working after hours on rare occasions.
13. Responsible for maintaining job aids and business processes for the front office.
14. Assist with hiring, managing of departmental student assistants.

Required Qualifications:

Educational Requirements: Bachelor's degree from an accredited institution of higher education in related field or an equivalent combination of relevant education and/or experience. Required Experience: Three (3) years of related administrative, office or clerical experience.