Office Support Coordinator (Administrative Support Coordinator I), Palm Desert Campus

Job Summary:

Performs a full range of routine administrative and clerical support duties related to cash handling, cashiering, student accounts, and student records. Provides support with procurement processes, purchase requisitions, accounts payable, and general accounting functions. Assists with front office operations and serves as a point of contact for daily administrative needs.

Responsibilities: 

Procurement Services:
• Coordinate the purchasing and payment processing of requisitions, ensuring all supporting documentation is prepared and submitted to support the issuance of the purchase order.
• Maintain record of all active requisitions, purchase orders, and invoices. Performs collaboratively with the budget analyst to resolve any outstanding issues for the Palm Desert campus budget office.
• Process software approvals (security review forms), Independent Contractor Requests (ICRs), and unauthorized purchase requests (UPEC forms) in compliance with established procedures.
• Reconcile all pending invoices related to purchase orders to ensure payment approvals are completed and submitted to Accounts Payable in accordance with the terms of the purchase order.
• Provide one-on-one training of best practices for new users.
• Works with vendors and contractors to address outstanding balances due, non-payment and non-performance issues.
• Collaborates with the San Bernardino Procurement Office and Accounts Payable as it relates to requisitions, purchase orders, and payments.
• Make payment inquires when necessary.
• Assist the operations contact and Procurement Office in obtaining competitive quotes or bids and in collaborating the renewal or creation of annual requisitions.
• Verify accuracy for all hospitality expense requests and payment.
• Order general office supplies through Staples Advantage or other campus approved systems such as CSU Buy, and submit routine requests for new or replacement name badges and business cards for Palm Desert staff in accordance with established procedures.

Customer Service:
• Share responsibility for customer service liaison duties at the Palm Desert Campus (PDC), delivering routine support and assisting with general inquiries.
• Use reasoning and judgment to provide high-quality customer service in person and by phone to CSU staff, faculty, students, guests, and the public-at-large.
• Distribute and track student, staff, and faculty checks.
• Print copies of unofficial transcripts for students.
• Maintain an organized and orderly front office and reception area.

Cashiering:
• Comply with CSUSB cash handling procedures; handle cash and cash equivalents, process payments and prepare deposits.
• Update courier log if applicable. Coordinate courier service.
• Provide students with account information (Student Financial Services)
• Process student tuition payments.

Timekeeper:
• Review employee balances and send absences back for correction as needed. Ensure approvals are completed by the Validator by payroll deadlines and run audit absence reports.
• Run and complete student listings to ensure student timesheets are paid on time.
• Create and distribute daily attendance list for campus

Parking:
• Assist in collecting required paperwork and supporting documentation for defensive driving, and distribute defensive driving cards to PDC employees.
• Schedule courier between Parking Services and PDC as needed.
• Prepare Parking Services kiosk deposits.

Other Classification-Related Duties as assigned

Minimum Qualifications: Required Education and Experience: 

High School diploma or its equivalent AND three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Knowledge, Skills, and Abilities: 

Experience to be fully functional in all technical aspects of work assignments.
Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
Thorough knowledge of English grammar, punctuation, and spelling.
Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
Ability to independently handle multiple work unit priorities and projects.
Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
Working knowledge of budget policies and procedures.
Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
Ability to draft and compose correspondence and standard reports.
Ability to handle effectively a broader range of interpersonal contacts, including those at a hig