Business Services Associate

ESSENTIAL FUNCTIONS:

·  Monitors and actively supports the financial health of the Business Services department

·  Provides financial support to the general campus community by being cross trained in various Business Office functions

·  Facilitates the procurement function for end users at Flagler College

·  Researches new suppliers, gathers information, establishes credit terms and sets up new suppliers in Procurement application

·  Manages and updates supplier data as needed; maintains current W-9 forms; audits suppliers files for complete and accurate information

·  Receives internal inquiries for supplies and services; provides status updates

·  Reviews and processes approved requisitions; issues purchase orders to suppliers

·  Receives internal requests for change orders; processes change orders in Breezeway

·  Updates supplier catalogs and adds categories when needed

·  Liaise between Receiving, Procurement and the employee to assist with resolving shipment discrepancies against purchase order; communicate with Receiving and provide information back to Purchasing and the employee

·  Connects Procurement to Accounts Payable by confirming orders complete, matches procurement items to receipts in system, and ensures invoice is approved for payment

·  Verifies invoices are received with complete data and backup; scans invoices and saves to electronic filing system

·  Assists Accounts Payable with payment processing and disbursement

·  Reconciles vendor payments; matches internal orders to itemized monthly invoices; gathers information from departmental users to confirm charge accounts

·  Be the primary expense report auditor for college employees; ensures report is compliant with IRS guidelines and Flagler College policies

·  Reaches out to employees for more information or documentation on incomplete expense reports

·  Finalizes employee expense reports for payment by Accounts Payable according to weekly schedule

·  Responds to expense inquiries; provides instruction and guidance to employees for expense processing of corporate card transactions and out of pocket reimbursements

·  Reviews and updates expense training materials published for employees; assists with training

 

ADDITONAL RESPONSIBILITES

·  Handles phone calls and email inquiries with professionalism

·  Provides services and answers inquiries during Supervisor’s absence

·  Handles confidential information discretely

·  Performs other College-related duties as required by Supervisor

MINIMUM QUALIFICATIONS

·  Associate’s degree

·  Technical aptitude; computer hardware and software proficiency

·  Advanced skills in Microsoft Office products, including Excel, Outlook, Teams

·  Capability to learn computer software and job-related technology

·  Two years’ customer service experience

·  Excellent communication skills, both verbal and written

·  Strong organization skills with the ability to multitask and prioritize

·  Ability to work under pressure and meet deadlines

·  Ability to w