Senior Office Assistant

Sub Department:

Financial Services & Operations

Michigan Technological University is an R1 technological research university founded in 1885 in Houghton. Our rural campus is situated just miles from Lake Superior in Michigan's scenic Upper Peninsula and is home to nearly 7,500 students from more than 60 countries around the world. Consistently ranked among the best universities in the country for return on investment, Michigan’s flagship technological university offers more than 185 undergraduate and graduate degree programs. Research focus areas include defense, health, energy, automotive, environment, and aerospace.

The area’s waters, forests, and snowfall support year-round recreation, including skiing, snowboarding, hiking, biking, and paddling. The University is an integral part of the region, supported by a friendly and welcoming community that takes pride in being a true college town. We embrace our size, climate, sense of adventure, and originality.

Summary

Michigan Technological University is seeking an Office Assistant for our Financial Services & Operations department. The Senior Office Assistant is responsible for maintaining the fixed asset records of the University. Other responsibilities include processing location changes, assisting with the annual physical inventory, and reviewing surplus equipment/property requests. This position also utilizes the document imaging system (Perceptive Content) to route, scan, and link documents.

Responsibilities and Essential Duties

1. Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner.
2. Independently perform accounting related activities pertaining to the fixed assets of the University.
3. Utilize Banner to extract financial information for the tagging of equipment acquisitions.
4. Maintain the fixed asset database.
5. Review and monitor the return of tagging forms and photos of fixed asset additions.
6. Approve financial transactions in workflow queues.
7. Reconcile the operating ledger of fixed asset additions to the general ledger.
8. Maintain equipment coordinator list, and lists of government owned and sponsored loaned equipment.
9. Monitor surplus furniture and property storage.
10. Independently review fixed asset records for disposition restrictions and process disposals.
11. Monitor department email regarding property.
12. Provide administrative support to other units within Financial Services & Operations.
13. Utilize the document imaging system to scan, link, and append documents.
14. Other duties as assigned.
15. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
16. Apply safety-related knowledge, skills, and practices to everyday work.

Required Education, Certifications, Licensures

• High school diploma, or an equivalent combination of education from which comparable knowledge and ability can be acquired.

Required Experience

• Three years of experience using personal computers and basic software packages, including Microsoft Office, Google Suite, and Adobe.
• Experience using advanced features of spreadsheet/database applications such as formulas, sorting, linking and importing and exporting files.

Desirable Education and/or Experience

• Experience and/or coursework in bookkeeping and/or accounting.
• Demonstrated experience using the Banner system and Perceptive Content.
• Computer data entry experience.

Required Knowledge, Skills, and/or Abilities

• Excellent interpersonal, customer service, and written/oral communication skills.
• Demonstrated ability to handle multiple tasks with attention to detail and with a high degree of accuracy.
• Demonstrated ability to work effectively with frequent and multiple interruptions.
• Demonstrated ability to independently organize and prioritize work assignments in a complex work environment.
• Demonstrated ability to work independently and take the initiative to solve problems.
• Demonstrated ability to use good judgment when dealing with confidential information.
• Demonstrated ability to interact well with other departments.
• Demonstrated ability to effectively adapt to change.
• Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment.
• Demonstrated knowledge of proper grammar, spelling and punctuation.
• Demonstrated ability to learn new computer skills.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.

Desirable Knowledge, Skills, and/or Abilities

• Experience with LEAN and other continuous improvement processes
• Demonstrated success in, or potential future contributions to, working with persons with a wide variety of backgrounds and viewpoints.

Work Environment and/or Physical Demands

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually low to moderate.

Full-Time Equivalent (FTE) % (1=100%)

1

FLSA Status

Exempt

Appointment Term

12 months

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount $17.24 per hour.