Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

Financial and Administrative Services

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Your skills will make a difference.

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of university staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas: a defined benefit retirement plan
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Must be authorized to work in the United States on an ongoing, full-time basis for any employer without sponsorship.

Purpose

To provide administrative and operational support to the Office of Accounting.

Responsibilities

• Provide quality front desk customer service in person, over the phone, and by email for all Accounting and Payroll-related issues and self-service web applications. Assist with inquiries regarding paper checks, deadlines, banking information, and payment holds.
• Disburse Accounting and Payroll checks and lead daily check processing activities. Generate daily check reports, send check pickup notifications, and create vendor hold letters as needed. Assist with post-payment processing issues, including researching check statuses, mailing checks, reviewing and completing ACH return forms, following up with employees regarding returned ACH funds/checks, and assisting customers with electronic services in Workday, *DEFINE, and other systems.
• Provide administrative support for Accounting and Financial Management, including checking and distributing mail, reviewing voicemails, completing copying, faxing, and filing requests, managing iPad inventory, fulfilling W-9 and credit letter requests, processing monthly office supply orders, and updating AFM organizational charts.
• Serve as the primary point of contact for Verification of Employment and W-2 requests. Provide backup support for team members as needed, including completing quarterly check log audits, maintaining organizational charts for the department website, processing checks for deposit, and delegating tasks to student employees.
• Other Related Duties

Required Qualifications

• Diploma (High School) or GED
• At least 3 years of Clerical experience and at least 1 year of experience at the senior office assistant level

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Salary Range

• $53,500
   

Working Conditions

• Standard Office
• Keyboard
• Manual dexterity

Work Shift

• Monday through Friday, 8 hours per day

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one ref