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Office Assistant 5

Please see Special Instructions for more details.

UAW Internal & External posting 3/1/2017 – 3/7/2017. External applications will only be reviewed after internal applications.

Posting Details

Position Information

Position Title Office Assistant 5
Department Sponsored Programs Office
Location Lakeshore Center (Houghton, MI)
Position Type Staff
Full-time/ Part-time Full-time
Full-Time Equivalent (1.0=100%) 1.0
Appointment Term 12 Month
Pay Type Hourly Rate
Salary or Hourly Rate External Candidates Will Receive the Minimum $12.10/hr
Shift 1st
Position Duration Dependent on External Funding? No
Title of Position Supervisor Billing Coordinator

Position Summary Information

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.

Job Description Summary

Assist in the preparation and distribution of billings to external sponsors. Provide administrative and clerical support in the operation of the Sponsored Programs Accounting office.

Essential Duties & Responsibilities (other duties may be assigned)

1. Data entry of information into billing formats and support documents which are used to communicate with external sponsors.
2. Review and data entry of sponsored award information into the Banner system and notification to Principle Investigators that spending is authorized.
3. Coordinate the distribution, tracking, and filing of project payroll certification documents.
4. Receive and enter data for journal entries, budgets, and billings to various accounts utilizing the Banner system.
5. Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner.
6. Receive, screen, and route telephone calls.
7. Coordinate and prioritize work assignments for student assistants.
8. Generate various WebFocus/Oracle reports as requested by academic departments and Sponsored Programs Accounting staff.
9. Provide Clerical and general office support to the Director, Manager, Grant Accountants, Assistant Grant Accountant, and Billing Coordinator.
10. Edit, compose, and type correspondence utilizing word processing and/or spreadsheet software.
11. Independently answer routine correspondence; draft replies to non-routine correspondence.
12. Maintain the sponsored project filing system and associated computer files.
13. Audit daily disbursement requests (verifying project dates, account balances, and allowability) to ensure compliance with grant/contract regulations.
14. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in departmental and University continuous improvement initiatives.
15. Integrate safety practices into daily activities.
16. SUPERVISORY RESPONSIBILITIES: Functional supervision may be exercised over student assistants.

Required Education (minimum requirements)

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

Required Experience (minimum requirements)

• Three years clerical experience working in a collaborative administrative office environment.
• Three years of experience using personal computers and basic software packages.
• Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, mail merge, or importing and exporting files.
• 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.

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 judgment when dealing with confidential information.
• Demonstrated ability to interact well with other departments.
• Demonstrated flexibility and ability to work under short/changing deadlines.
• 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.
• Demonstrated commitment to contribute to a safe work environment.

Desirable Knowledge, Skills, and/or Abilities

• Demonstrated ability to track and monitor expenditures and financial information.

Language, Mathematical, and/or Reasoning Skills

LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine correspondence. Ability to effectively present information in one-on-one situations to customers, clients, and other employees of the organization.
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to define problems, collect data, establish facts, and draw valid conclusions.

Work Environment and/or Physical Demands

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand; walk; stoop, kneel, crouch or crawl; and reach with hands and arms. The employee is frequently required to sit. The employee is regularly required to talk or hear; and use hands to finger, handle, or feel an object.
The employee may regularly be required to lift up to 25 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
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 work environment is that of a typical office and/or classroom setting.
The noise level in the work environment is usually low to moderate.

Required Training and Other Conditions of Employment

Required Training – Every employee at Michigan Technological University will receive the following 3 required trainings; additional training may be required by the department.

Required University Training:
• Employee Safety Overview
• Anti-harassment, Discrimination, Retaliation Harassment Training
• Annual Data Security 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.

Posting Detail Information

Posting Number 17109
Posting Type Internal & External Posting
Internal Posting Date
External Posting Date 03/01/2017
Open Until Filled Yes
Special Instructions to Applicants (if applicable)

UAW Internal & External posting 3/1/2017 – 3/7/2017.
External applications will only be reviewed after internal applications.

Additional Information

This position is housed in the Sponsored Programs Accounting Department.

References

Settings

Accept References No
Cutoff Date
Reminder Days
Minimum Requests
Maximum Requests
Applicant Special Instructions
Provider Special Instructions
Confirmation Message To Provider

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma or equivalent combination of education and experience from which comparable knowledge and abilities can be acquired?
    • Yes
    • No
  2. * Do you have three years clerical experience working in a collaborative administrative office environment?
    • Yes
    • No
  3. * Do you have three (3) years of experience using personal computers and basic software packages?
    • Yes
    • No
  4. * Do you have experience using advanced features of word processing applications such as utilizing columns or tables, sorting, mail merge, or importing and exporting files?
    • Yes
    • No
  5. * Do you have experience using advanced features of spreadsheet/database applications such as formulas, sorting, linking, and importing and exporting files?
    • Yes
    • No
  6. * Do you have experience and/or coursework in bookkeeping and/or accounting?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
  3. Reference List
Optional Documents