Sr. Office Assistant

Department: Financial Services & Operations

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities.  

If you require any auxiliary aids, services, or other accommodations to apply for employment, or for an interview, at Michigan Technological University, please notify the Human Resources office at 906-487-2280 or humanresources@mtu.edu.

Job Description Summary

The Senior Office Assistant is a member of the Financial Services & Operations team and provides financial and clerical support. This position is responsible for the timely payment of vendor invoices and check requests and processing ACH payments and checks to vendors, students and employees.
This position utilizes Banner and the document imaging system, Perceptive Content to route, scan and link documents. This position requires excellent attention to detail skills with a high degree of accuracy.

Essential Duties & Responsibilities (other duties may be assigned)

• Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner.
• Review and audit vendor invoices.
• Utilize the Banner system to process blanket order and purchase order invoices and check requests.
• Process blanket order and purchase order receivers.
• Perform Michigan Tech Fund cashiering duties including remote deposits, gift registries and credit card gifts.
• Provide administrative support to the Michigan Tech Fund Associate Controller.
• Utilize the document imaging system to scan, link, route, approve and attach documents.
• Create and enter journal entries into the Banner system.
• Process monthly interfaces for departmental charges.
• Initiate the direct deposit and check processes.
• Utilize the Web Focus reporting tool and Banner to run financial reports and export data into Excel spreadsheets.
• Review and analyze vendor statements and resolve issues related to invoices and payments in a timely manner.
• Review and distribute electronic invoices.
• Receive and respond to inquiries on departmental procedures and the imaging system.
• Review, verify and audit check requests and supporting documentation.
• Compile monthly invoices for externally funded construction projects.
• Create spreadsheets.
• Process monthly fellowship payments.
• Receive, screen and route telephone calls.
• Maintain confidential information.
• Other duties as assigned.
• Apply safety-related knowledge, skills, and practices to everyday work.
• Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.

Required Education, Certifications, Licensures (minimum requirements)

• High school diploma, or an equivalent combination of education from which comparable knowledge and abilities can be acquired.

Required Experience (minimum requirements)

• Three years clerical experience working in a multi-individual
administrative office environment.
• Three years of experience using personal computers and basic software packages, including Microsoft Office, Google Suite and Adobe.

Desirable Education and/or Experience

• Experience and/or coursework in bookkeeping and/or accounting
• Demonstrated experience using Banner and Perceptive Content
• Computer data entry experience.
• Experience using advanced features of spreadsheet/database applications such as formulas, sorting, linking, and importing and exporting files.

Required Knowledge, Skills, and/or Abilities (minimum requirements)

• Excellent interpersonal, customer service, and written/oral
communication skills.
• Demonstrated ability to handle multiple tasks with attention to detail and a high degree of accuracy.
• Demonstrated ability to work effectively with frequent and multiple interruptions.
• Demonstrated ability to independently organize and prioritize work assignments in a complex work environment.
• Demonstrated ability to work independently and take the initiative to solve problems.
• Demonstrated ability to use good judgment when dealing with confidential