Senior Administrative Support Specialist- TULSA Job at University of Oklahoma
The University of Oklahoma is one of the best places to work in the United States and one of the top employers in the state of Oklahoma, according to Forbes! We provide a positive culture, health/wellbeing benefits, meaningful and purposeful work, flexible work hours, a remote/hybrid option, and more than four weeks of paid leave each year.
For nearly 50 years, The University of Oklahoma Outreach, National Resource Center for Youth Services (NRCYS) has been improving the effectiveness of human services through training, capacitybuilding consultation, and other services. Over the years, our resources have helped support the missions of various human service organizations in Oklahoma and across the nation.
Position Summary:
Under general supervision, performs administrative supportoriented job duties, including resolving routine questions and problems, filing maintenance, and preparing and typing reports and correspondence.
Duties:
- Responsible for typing, proofreading, and routing letters and correspondence. Reviews and responds to routine correspondence and drafts replies with minimal instruction to internal and external customers. (25%)
- Work with OWs and EINs and research payment inquiries
- Handle vendor payment inquiries
- Manage and handle supplier onboarding
- Monitor and update work on routing sheets and distribute information to staff as required
- Responsible for receiving, maintaining, and distributing documents. Records expenditures and assists with payroll for special pay. (60%)
- Receive invoices from trainers and match them with task orders
- Invoice Processing of CCEPaid Invoices (MOU, Data Ports, Pitney Bowes, Lease/Rent), including reviewing, obtaining supervisor approval, and forwarding to CCE Training & Research Center for payment
- Process Recharge invoices for Facility Costs, including reviewing CCE facilities invoices and placing them in the cost distribution folder
- Input OW payroll data for RFT trainer payments into QuickBooks
- Create purchase orders in QuickBooks
- Code EIN RFT online invoices and forward them to Accounting for upload into PeopleSoft
- Input EIN RFT online invoices and input them into QuickBooks
- Forward OW invoices and matching task orders to the Admin folder for payroll processing
- Serves as a resource to other personnel. (15%)
- Assist staff with Concur travel reimbursements as needed
- Assist in the documentation and filing of digital and paper records
- General assistance to Accounting and Contracting team with clerical duties, as assigned
- Performs various duties as required to fulfill the function of the position successfully.
Job Requirements
Education & Experience:
High School diploma or GED and 24 months of office, clerical, or administrative support experience.
Knowledge, Skills, & Abilities:
- General office and customer service skills
- Strong computer skills and working knowledge of Microsoft Office Suite (Outlook, Excel, and Word)
- Strong working knowledge of Adobe Acrobat and managing PDFs
- Excellent interpersonal skills
- Ability to work independently and as a team player
- Ability to complete tasks in an efficient and timely manner
- Must be detailoriented for accuracy of data and information
- Must be able to multitask, be organized, and be selfmotivated
- Ability to work in stressful situations
- Ability to communicate verbally and in writing
Department Preferences:
- Experience with DocuSign
- Experience with Quickbooks
Supervision: No supervisory duties.
Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https://hr.ou.edu/PoliciesHandbooks/TBTesting.
Diversity Statement: The University of Oklahoma is committed to achieving a diverse, equitable, and inclusive university community by recognizing each person's unique contributions, background, and perspectives. The University of Oklahoma strives to cultivate a sense of belonging and emotional support for all, recognizing that fostering an inclusive environment for all is vital in the pursuit of academic and inclusive excellence in all aspects of our institutional mission.
Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.
Hiring contingent upon a Background Check? Yes
Special Indications
: Hiring contingent upon police records check
Job Posting
: Mar 3, 2023
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