Business Assistant II

Overview

The College of Science Business Services Team is seeking a Business Assistant II in the Department of Biology. The successful applicant will work closely with the Department of Biology Business Team, Department Head, faculty, staff, the College of Science Financial Officer, and Business Services team to provide accurate and timely financial reporting and transactions.

 

The Business Assistant II is distinguished from the Business Assistant I in that incumbent possesses the knowledge and experience to manage duties of a more complex nature.

Responsibilities

Purchasing Agent (50%)

• Attach Pcard receipts with a goal of less than 30 days from purchase to receipt uploaded to the transaction in Service Now, and a goal of less than 45 days to record the transaction. This duty includes tracking down receipts and sending approvals reminders.
• Assist with the submission of EZ Buy carts, verification of proper purchasing procedures and correctly filled out forms, maintaining all USU Purchasing policies.
• Process Invoices. Includes submitting invoices ready to pay to Accounts Payable, contacting vendors when necessary, keeping records of purchases.
• Answer questions about purchasing and training new department members on purchasing procedures.

Department HR Consultant (30%)

• Payroll submission in AggieTime – Verify FOAPALs, assure that all hours have been approved, Business Services contact for supervisors and hourly employees, send reminders, Submit AggieTime.
• Assist with the hiring process, including Handshake and Icims. Answer hiring and payroll questions
• Prepare and enter EPAF requests into Service Now, to be completed at the College level. Maintain records of EPAFs requested and processed.

Travel Specialist (10%)

• Make Travel and Lodging arrangements for seminar speakers and faculty search candidates.
• Assist department faculty, staff, and students with making travel and lodging arrangements as the department travel specialist. Works closely with the college travel specialist.
• Answer travel and travel policy related questions.

Administrative Support (10%)

• Enter OCEs, Journal Vouchers, and Labor Reallocations into Banner when needed
• Generate reports in Argos, compile data for the Business Managers to analyze. May also assist with the Seminar and Equipment Inventory Committees
• Other Duties as Assigned, including but not limited to department event set up, and assisting the department’s office manager and department head.

Qualifications

Minimum Qualifications:

• Four years of related work experience; or an associate degree/technical training plus two years of related work experience; or a bachelor’s degree in a business field is required
• Should be proficient in the use of Microsoft Word, Excel, and Outlook. Should have good interpersonal skills and show excellent customer service skills.

Fundamental Abilities:

Within the scope and complexity of each position’s responsibilities, each incumbent is expected to possess and demonstrate the following abilities:

Communicating: Communicates effectively both verbally and in writing.

Problem solving: Analyzes information and evaluates results to select the best solution and solve problems.

Monitoring: Measures performance of self; makes improvements and takes appropriate corrective action.

Critical Thinking: Comes to well-reasoned conclusions, solutions, and approaches to problems.

Team Building: Works to create a team-based environment. Consistently demonstrates cooperative behavior with colleagues, supervisors, and customers.

Active Listening: Gives full attention when others are speaking; listens to understand, asks questions as appropriate, and does not interrupt.

Service Orientation: Actively seeks opportunities to help others.

Conflict Resolution: Acts professionally when encountering customers who, at times, may be frustrated or threatening.

 

Required Documents

Along with the online application, please attach:

Resume 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.**

Advertised Salary

Commensurate with experience, plus excellent benefits

ADA

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.

University