Senior Administrative Assistant

The Senior 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-Card; assisting with chargebacks; tracking utilities data and initiating invoice payment and chargebacks; assisting with travel coordination and employee reimbursement, and uniform orders.

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, 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 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.
• 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 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 the payment of invoices related to contracted services, ensuring that F&O internal processes are completed before 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 effecti