Business Assistant II

Company: Utah State University
Location: Logan
Posted on: June 20, 2022

Job Description:

This position supports the Vice President of Finance and Administrative Services and Auxiliaries in the areas of deposits, travel, P-cards, purchasing, and human resources. The successful candidate will be trained in the University and State of Utah policies for approved procurement practices. This position reports to the Supervisor of the business transaction center that supports this area.

Coordinate with Business Managers and Directors to timely and accurately perform the duties and responsibilities as specified, which may include the following:

Deposits

+ Managing daily deposit which includes reviewing and reconciling payments received for departments, sending the transmittal to controllers, updating tracking spreadsheet for end-of-month reconciliation, and submitting donation information to the Development Office.

+ Closing batches and recording donor information, transferring donations in fund development.

+ Maintaining open communication with co-workers, vendors, cashier, controllers and other departments.

+ Review cash handling policy to actual procedures.

+ Work closely with the business manager for the departments who you will be processing the transmittals.

Process travel authorizations

+ Management and communication with department Business Managers, outside vendors and USU Travel office concerning travel needs

+ Enter all requests in to USU travel system-Travel authorization and Travel reimbursements

+ Reservations and purchases of all travel related expense upon request from the traveler

+ Training to departments concerning travel policy and approvals

Process P-Card Transactions

+ Attach all receipts/documents to p-card transactions for department cardholders

+ Ensure all required documentation is submitted before sending through workflow in Service Now.

+ Review p-card procedures to ensure all rules are being followed for cardholder's transactions.

+ Allocate transactions to the appropriate index and account codes.

Provide hiring/on-boarding/payroll services

+ Collect required hiring forms including the I-9 electronic form, ACA forms, and tax forms with new employees. Work with them to fill out the Self-Disclosure form as needed. Provide excellent customer service to all customers.

+ Submit timely and accurate job postings for hourly or salaried and hourly positions. Follow up with Search Committee Chairs to ensure that applicants are properly processed, assist with policy and hiring questions, verify that postings are open or closed-out as needed.

+ Set up timecards, work schedules and leave for new employees.

+ Develop a good working understanding of the EPAF process, and strategies to select the correct EPAF and explain EPAFs to department staff.

+ Manage data entry of EPAFS for designated departments.

Provide purchasing services

+ Coordinate purchase requests from staff for items such as: honorariums, professional services, research participant payments, reimbursements, sole source, contractual services, printed materials and other appropriate purchases. All purchases should be handled in a timely manner and the status of the order communicated to the requestor.

+ Coordinate contracts through the contract review process in accordance with policies. Follow up with non-USU party for signatures and send final agreement to Purchasing for filing.

+ Coordinate with Risk Management for Certificate of Insurance as needed for contractual obligations.

+ Coordinate with Purchasing on bids, request for quotes, moving expenses, etc.

This is not intended to be an all-inclusive list of the duties and responsibilities of the position. The duties and responsibilities are subject to change and other duties may be added as needed.

Minimum Qualifications:

+ Four years of directly-related financial or research administration work experience with increasing responsibilities or an associate degree/technical training plus two years of related work experience or Bachelor's degree in Business Administration, Management, or Finance/Business related area.

Preferred Qualifications:

+ Experience in reconciling.

+ Working knowledge of Banner Finance and/or Human Resources modules.

+ Working knowledge of Microsoft Suite

+ Knowledge of USU financial policies.

+ Knowledge of USU human resource/payroll procedures.

+ Keyboarding minimum speed of 40 wpm.

+ Ten-key by touch.

Knowledge, Skills, and Abilities:

+ Competent in the use of computer programs including Excel, Office and other applications. Proven ability to create formulas and spreadsheets in Excel.

+ Strong interpersonal skills along with a demonstrated ability to work collaboratively with a diverse group of people. Able to develop professional documents and accurate reports.

+ Must be team-oriented and foster a team environment within the Transaction Center and with Directors and the departments that the Transaction Center interacts with.

+ Experienced in managing multiple responsibilities and deadlines. Able to organize work responsibilities and self-assess personal performance against target objectives.

+ Proactive in resolving issues, setting up processes, and providing high-level customer service.

+ Ability to take initiative, maintain confidentiality and work without close supervision.

+ Meet background check requirements.

Along with the online application, please attach:

+ Resume/CV to be uploaded at the beginning of your application in the Candidate Profile under "Resume/CV"

+ Cover Letter to be typed/pasted at the end of your application

**Document size may not exceed 10 MB.**

Commensurate with experience, plus excellent benefits

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions.

Utah State University (USU) was founded in 1888 and is Utah's land-grant and space-grant university. USU is one of only 146 research institutions in the U.S. classified as R1 "very high research activity" by the Carnegie Classification of Institutions of Higher Education. As one of the two premier research institutions in Utah, USU provides a high-quality education at an affordable price. With its main campus in Logan, the university serves approximately 27,500 students, including 24,255 undergraduates and 3,171 graduate students. USU Online has served students from all 50 states and 55 countries for 25 years.

USU's statewide system features three residential campuses, 30 total campus locations, and 23 Extension education centers. The university employees 903 full-time faculty members, 124 executive administrators, and 1,649 full-time support staff. USU offers 115 undergraduate majors, as well as 91 master's and 42 doctoral degrees. Learn more about USU.

A core characteristic of USU is engagement with communities and people in economic development, improvements to quality of life, and human capital. Through the practical application of knowledge, the University and its faculty engage and share expertise with the state, nation, and world, preserving the historical land-grant tradition of partnering with communities to address critical societal issues in the interest of the public good.

The USU main campus is located in beautiful Logan, Utah, a city of about 50,000 situated in a picturesque mountain valley about 80 miles north of Salt Lake City. Outstanding recreational opportunities abound in the nearby mountains and proximate region.

USU is sensitive to the needs of dual career couples and provides a Dual Career Assistance program to support careers for partners who are also seeking employment.

USU endeavors to provide reasonable accommodations to ensure equal access in all aspects of employment to qualified persons with disabilities. To request a reasonable accommodation for a disability, please contact the university's ADA Coordinator in the Human Resource office at 435-797-0122 or submit a request at hr@usu.edu.

USU Land Acknowledgment

Please visit our website to learn about Utah State's land acknowledgment of the eight tribes of Utah.

Notice of Non-discrimination

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU's non-discrimination policies:

Executive Director of the Office of Equity Matthew Pinner, discrimination@usu.edu, Old Main Rm. 161, 435-797-1266

Title IX Coordinator Hilary Renshaw, titleix@usu.edu, Old Main Rm. 161, 435-797-1266

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

U.S. Department of Education, Denver Regional Office, 303-844-5695, OCR.Denver@ed.gov

*updated 04/18/2022

Requisition ID: 2022-5241

Street: 8800 Old Main Hill

Job Classification: Non-Exempt

Percent of Time or Hours per Week: 40 Hours per week

Name: Business Services

Name: Bus Svs-Finance & Admin Svs/Auxil

Keywords: Utah State University, Logan , Business Assistant II, Other , Logan, Utah