Human Resources

Job Description Summary

The Senior Office Assistant is a member of the Financial Services & Operations team and provides financial and clerical support. This position is responsible for the timely payment of vendor invoices and check requests and processing ACH payments and checks to vendors, students and employees.
This position utilizes Banner and the document imaging system, Perceptive Content to route, scan and link documents. This position requires excellent attention to detail skills with a high degree of accuracy.

Essential Duties & Responsibilities (other duties may be assigned)

• Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner.
• Review and audit vendor invoices.
• Utilize the Banner system to process blanket order and purchase order invoices and check requests.
• Process blanket order and purchase order receivers.
• Perform Michigan Tech Fund cashiering duties including remote deposits, gift registries and credit card gifts.
• Provide administrative support to the Michigan Tech Fund Associate Controller.
• Utilize the document imaging system to scan, link, route, approve and attach documents.
• Create and enter journal entries into the Banner system.
• Process monthly interfaces for departmental charges.
• Initiate the direct deposit and check processes.
• Utilize the Web Focus reporting tool and Banner to run financial reports and export data into Excel spreadsheets.
• Review and analyze vendor statements and resolve issues related to invoices and payments in a timely manner.
• Review and distribute electronic invoices.
• Receive and respond to inquiries on departmental procedures and the imaging system.
• Review, verify and audit check requests and supporting documentation.
• Compile monthly invoices for externally funded construction projects.
• Create spreadsheets.
• Process monthly fellowship payments.
• Receive, screen and route telephone calls.
• Maintain confidential information.
• Other duties as assigned.
• Apply safety-related knowledge, skills, and practices to everyday work.
• Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.

Required Education, Certifications, Licensures (minimum requirements)

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

Required Experience (minimum requirements)

• Three years clerical experience working in a multi-individual
administrative office environment.
• Three years of experience using personal computers and basic software packages, including Microsoft Office, Google Suite and Adobe.

Desirable Education and/or Experience

• Experience and/or coursework in bookkeeping and/or accounting
• Demonstrated experience using Banner and Perceptive Content
• Computer data entry experience.
• Experience using advanced features of spreadsheet/database applications such as formulas, sorting, linking, and importing and exporting files.

Required Knowledge, Skills, and/or Abilities (minimum requirements)

• Excellent interpersonal, customer service, and written/oral
communication skills.
• Demonstrated ability to handle multiple tasks with attention to detail and 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 from diverse backgrounds, creating a sense of belonging, and fostering a fair, objective, welcoming place to work for persons with a wide variety of personal characteristics and viewpoints. 

Work Environment and/or Physical Demands

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 4 required trainings; additional training may be required by the department.

Required University Training:

• Employee Safety Overview

• Anti-Harassment, Discrimination, Retaliation Training

• Annual Data Security Training 

• Annual Title IX Training

Background Check:

Offers of employment are contingent upon and not considered finalized until the required background check has been performed and the results received and assessed.

Other Conditions of Employment:

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.

Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities

100%

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($16.25/hr)

Title of Position Supervisor

Accounts Payable Coordinator

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

• UAW Posting 05/9/2024 - 05/15/2024 External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.

Additional Information