Job no: 502830
Department: Facilities & Operations
Work type: Staff Full-time Non-Exempt
Location: Alabama
Categories: Administrative - Professional

MINIMUM REQUIREMENTS:

• Bachelor’s degree or equivalent experience.
• Minimum of 5 years of related experience that includes some combination of Microsoft Office Suite, excellent data entry skills, and/or facilities management office environment.
• Strong organizational skills with the ability to independently manage multiple tasks simultaneously in a high-volume workload and make good customer service decisions.
• Must be detail-oriented, tech-savvy, highly service-oriented, and capable of meeting deadlines while working independently.
• Must have excellent oral and written communication skills.
• Functional knowledge of accounting, procurement, and finance processes particularly related to purchasing card; financial record keeping, methods, and practices. Perform mathematical calculations with speed and accuracy.
• Proficient in MS Office, Adobe, Excel, and Word, and Google Office Suite with a demonstrated ability to quickly learn and effectively navigate new online systems and databases.
• Attendance at work and punctuality are essential functions of this position.

DESIRED QUALIFICATIONS:

• Knowledge of and experience in contract administration is desired.
• Knowledge of all MS Suite applications, especially Excel, and other web-based applications.
• Procurement experience is preferred.
• Prior experience with CMMS is desired.
• Prior experience with university pCard software is preferred.
• Experience with Ellucian Banner or similar ERP systems is desired.

The Administrative Assistant provides administrative and logistical support to the Customer Service unit in Facilities and Operations, this employee also provides assistance to the department by reconciling p-cards; assisting with chargebacks; tracking utilities data and initiating invoice payment and chargebacks; assisting with travel coordination and employee reimbursement; and uniform orders.
Duties/Responsibilities:

Procurement Card (P-Card) Administrator Duties:

• Serve as the p-card reconciler for each F&O cardholder.
• Ensure UAH procurement card policy is followed for all purchases made by F&O cardholders (i.e. no sales tax, no purchasing of prohibited items, etc.).
• Review transactions of individual cardholders, assuring that the transactions are legitimate business expenses and are classified appropriately, and reconciling all transactions to the monthly credit card summary report.
• Maintain communication with cardholders for accuracy in receipts and include CMMS work orders on receipt if applicable.
• Generate end of month reporting for all p-card transactions and upload into UAH Bank.
• Ensure each receipt is added to F&O financial software and/or CMMS work orders. Reconcile with Banner monthly.
• Assist cardholders with obtaining corrected p-card receipts from vendors. Attempt to resolve any disputes with the vendor and/or p-card vendor not resolved by a cardholder.
• Assist with supporting ongoing cardholder compliance through audits, transaction reviews, and documentation follow-up.
• Maintain accurate records for audits, training, and reporting.
• Maintain historical records by electronic filing and ensure ease in locating records including invoices, p-card purchases, and CMMS work orders.
• Aid in the administration and maintenance of the U.S. Bank Access Online system, including profile updates, reporting, and account reconciliation support.

Invoice and Payment Processing:

• Process and reconcile all invoices from suppliers and contractors whether received electronically, in physical format, or through department email.
• Review invoices for accuracy, ensuring they contain essential details such as invoice number, issue date, due date, payment terms, and total amount.
• Verify invoices against purchase orders, ensuring that F&O internal approval processes are completed before payment.
• Interact with vendors as needed to resolve billing issues.

Procurement and Records Management:

• Submit purchase order requests for the Customer Support unit and department referencing CMMS work order if applicable and ensuring accuracy, compliance, and timely invoice payment.
• Maintain detailed and organized records of all procurement transactions, including invoices, purchase orders, and supplier contracts. Generate and share department reports including purchasing activities, and cost management.
• Track expenditures in financial software (F&O and Banner) and perform regular encumbrance and budget queries.
• Request & submit invoices to complete purchase orders or request purchase orders be closed & funds released, as appropriate.
• Oversee and initiate timely processing of unit’s monthly transactions into F&O financial software. Reconcile with Banner and complete budget adjustments and transfers as needed.
• Perform end-of-year closeout processes.
• Support administrative operations (i.e. managing monthly summary bills, fielding communications to other departments where appropriate).

Administrative Contracted Services Support:

• Assist Administrative Project Manager with payment of invoices related to contracted services ensuring that F&O internal processes are completed prior to paying any invoices.
• Manage monthly summary bills and field communications to other departments as needed.
• Assist with other procurement and administrative duties as assigned.

General Administrative Duties:

• Provide administrative support to the Director of Customer Service & Facility Management Systems.
• Manage data entry and assist with documentation and reporting for the unit’s activities.
• Maintain and organize the unit’s physical and electronic files including archival and retrieval.
• Prepare for meetings by creating agendas, take minutes, and arranging logistical needs.
• Develop and update standard operating procedures (SOPs) and training materials for position.
• Cross-train other administrative staff to ensure seamless coverage of position’s essential duties such as chargebacks and procurement administration.

Customer Service Duties:

• Serve as a primary point of contact for the Customer Service unit while working collaboratively and establishing effective working relationships. Use tact, diplomacy, discretion, and judgment to provide excellent customer service.
• Be efficient and timely in all correspondence in F&O and across campus.
• Work quickly and effectively under pressure with attention to detail and despite many interruptions.
• Take additional training to enhance and learn new skills.
• Assist the Director of Customer Service and Facility Management Systems with campus moves.
• Cross train on core Service Desk duties to provide coverage and support during the Customer Service Manager’s absence.

Chargeback Administration Duties:

• Assist with creating proposals in support of the F&O Chargeback Program for requesting departments. Verify accuracy of proposal before routing to customer.
• Route proposals to our customers for approvals through our F&O financial software & Docusign.
• Manage the internal budget transfer process by ensuring the proper chargebacks are handled for all work requests submitted that are chargeable, including chargebacks generated by the mechanic shop or for fuel consumption.
• Communicate with customers if questions arise from proposals in a timely and professional manner.
• Ensure chargebacks are accurately recorded and updated in F&O financial software and Banner.

Energy Management (Utilities) Administrative Support:

• Coordinate and communicate campus holiday energy conservation shutdowns with UAH Office of Marketing and Communications.
• Extract data from the Huntsville Utilities monthly consolidated billing invoices to perform the following:
• Initiate payment of monthly invoice.
• Initiate chargebacks for departments funded by auxiliary funds.
• Compile sewer credits to Huntsville Utilities.
• Manage and maintain accurate UAH data reports including the irrigation consumption report, Utility report, and NSSTC report.
• Ensure accurate tracking and reporting of utility usage.

Travel Administration:

• Serve as department point of contact regarding travel procedures, required forms, and status of submissions maintaining organized related digital and physical documentation for audit and reporting purposes.
• Prepare and route travel authorization forms for approval in accordance with university policies and departmental procedure.
• Assist F&O staff with travel arrangements for approved travel including booking transportation, lodging, and registration.
• Review, complete, and submit travel reimbursement vouchers that comply with university travel regulations and per diem rates with required receipts and supporting documentation.
• Monitor submission deadlines for authorizations, prepayments, and post-travel reimbursement requests.
• Maintain records of approved travel, estimated costs, and budget allocations for departmental reporting.
• Follow up on incomplete or incorrect submissions and coordinate with staff to resolve discrepancies and facilitate rapid reimbursement for the employee.

Uniforms:

• Assist all F&O units with employee uniform orders.
• Maintain uniform order spreadsheet to ensure that all items are current for stock and vendor pricing.
• Receive and distribute uniforms to employees.
• Ensure that all uniform order invoices are paid and accounted to the appropriate F&O unit.