Administrative Aide 7

Apply now Job No: 22185
Department: Merchandising Operations
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: Merchandising Operations

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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.  

If you require any auxiliary aids, services, or other accommodations to apply for employment, or for an interview, at Michigan Technological University, please notify the Human Resources office at 906-487-2280 or mtujobs@mtu.edu.

Job Description Summary

Provide primary office administrative support for all Merchandising operations comprising of the Campus Bookstore and University Images.

Essential Duties & Responsibilities (other duties may be assigned)

● Greet and assist customers in a friendly and courteous manner. Receive and route telephone calls, mail, and email correspondence. Answer routine correspondence and draft responses to non-routine correspondence.
● Perform merchandising financial processes including but not limited to reporting financial aid sales, verifying and adding indexes to the merchandising specific inter account bills, adding vendors to WinPrism and Banner, scanning and linking daily tuition charges, activating gift cards, and requesting cash bags from Cash Hub.
● Daily verification and reconciliation of sales including cash, various electronic funds, and multiple tenders.
● Investigate and resolve discrepancies in reconciliation of payment tenders.
● Assist with the collection of financial and statistical data using WinPrism, Banner, and Excel.
● Perform month-end financial processes for Merchandising to post transfers, calculate inventory, determine payables and receivables, and perform functions in the specialized WinPrism software to close the sales month and open the next reporting month.
● Fulfill cashiering role and open and close store as required.
● Process bi-weekly payroll and all related paperwork for hiring staff, temporary staff, and students. Verify Web time entry for Campus Store.
● Post and batch Merchandising Operations invoices/credits for payment, file posted invoices ensuring timely payments, check vendor statements for accuracy, contact vendors for missing or inaccurate invoices/credits, scan and link invoices in Perceptive Content.
● Maintain security of confidential information.
● Assist with special projects, functions, and events.
● Collaborate with Enterprise Application Services and the Cashier’s Office to initiate the student tuition charging process, scholarships and veterans’ benefits.
● Adjust service plans for student ID cards in CS Gold tuition charges.
● Operate basic office equipment including personal computers, printers, scanners, copy machine, and fax machine.
● Prepare inventory equipment and store for annual physical inventory count, process inventory data appropriately, and send required reports to Internal Audit.
● Provide Excellent Customer Service.
● Other duties as assigned.

Required Education, Certifications, Licensures (minimum requirements)

● High school diploma, or an equivalent combination of education and experience for which comparable knowledge and abilities can be required.

Required Experience (minimum requirements)

● Three years’ office professional experience.
● Three years’ experience using personal computers and basic software packages including word processing and database/spreadsheet applications.
● Three years providing excellent interpersonal, customer service and written/oral communication skills.

Desirable Education and/or Experience

● Experience working in a bank or financial institution.
● Three years’ experience in accounting.

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

● Demonstrated experience providing excellent customer service
● Demonstrated ability to work independently.
● Demonstrated ability to investigate and solve complex problems.
● Demonstrated ability to independently organize and prioritize work assignments in a complex work environment.
● Demonstrated ability to use judgement and discretion when dealing with confidential client information.
● Demonstrated ability to work with accuracy and attention to detail.
● Demonstrated ability to accurately count money.
● Demonstrated ability to accurately enter financial information into spreadsheets and Banner.
● Demonstrated ability to verify and consolidate cashier worksheets by various tender.
● Demonstrated ability to work effectively with frequent and multiple interruptions.
● Demonstrated knowledge of proper grammar, spelling and punctuation.
● Demonstrated ability to be flexible and detailed–oriented in a changing environment.
● Demonstrated ability to communicate effectively across cultural boundaries and the ability to work harmoniously with diverse groups of students, faculty and staff.
● Provide effective supervision of temporary and student staff with scheduling and training.
● Ability to read and interpret financial information and documents such as safety rules, operation and maintenance instructions, and procedure manuals.
● Ability to write out reports and correspondences and the ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the university.
● Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, fractions and decimals.
● Ability to understand and carry out instructions furnished in written, oral or diagram form.
● Ability to define problems, collect data, establish facts and draw valid conclusions.
● Demonstrated commitment to contribute to a safe work environment.
● Demonstrated experience supervising others.

Desirable Knowledge, Skills, and/or Abilities

● Experience using Banner and WinPrism

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.

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:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. Visa sponsorship is unavailable at this time. This is not an E-Verified Position.

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

1.00

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($14.00/hr).

Title of Position Supervisor

Merchandising Operations Manager

Posting Type

Internal & External Posting

Special Instructions to Applicants (if applicable)

UAW Posting 6/17/2022 - 6/23/2022
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.

Your references should include the contact information for at least three (3) professional references.

Additional Information

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.


Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

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