Senior Administrative Assistant (Customer Service)

The Senior Administrative Assistant provides administrative and logistical support to the Customer Service unit in Facilities and Operations by reconciling p-cards; assisting with chargebacks; assisting with travel coordination and employee reimbursement.

Duties / Responsibilities:

Financial & Procurement Administration Duties:

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, ensuring 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 receipts 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, invoicesppb@uah.edu.
● 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 that purchase orders be closed & funds released, as appropriate.
● Oversee and initiate timely processing of the 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 the 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, taking minutes, and arranging logistical needs.
● Develop and update standard operating procedures (SOPs) and training materials for the position.
● Cross-train other administrative staff to ensure seamless coverage of the 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 cust