Title:Senior Administrative Associate (Business Office)

Division: Finance and Administration

Department: Business Office

FLSA Status:Non-Exempt

Salary Range:Grade 7: $15.47/hour

EEO Job Group:5 E5

Position Summary

The University of Southern Indiana is accepting applications forSenior Administrative Associate (Business Office).

Support operations of the University's Business Office by the monitoring of financial activities; the recording of financial transactions; coordination of projects, meetings, and events; the retention and maintenance financial records; and completion of other administrative duties.

Duties/Responsibilities

• Report time and attendance information for Business Office employees as required by Payroll. Submit documents to the Assistant Vice President for Finance and Administration and Assistant Treasurer for review and approval. Submit approved time to Payroll or Vice President for Finance and Administration as required.
• Monitor bank account activity daily. Report exceptions or irregular transactions to appropriate manager. Download bank and investment statements through online bank portals to shared network drive. Serve as point of contact between banks and university Business Office staff. Maintain database of bank and investment contacts. Verify bank balances for external auditors as requested.
• Prepare claim vouchers for appropriations from the State of Indiana for operations, student fee bonds, and repair and rehabilitation projects on a timely basis. Present claims to Assistant Vice President for Finance and Administration and Assistant Treasurer for review and approval. Submit approved claims as directed by the State Budget Agency.
• Maintain database of University investments. Record new investments, matured investments, and periodic interest payments into database monthly. Submit receipts from interest income and matured investments to Bursar's Office for entry into Banner Accounts Receivable.
• Monitor Business Office budget monthly. Provide budget-to-actual comparison to Assistant Vice President for Finance and Administration and Assistant Treasurer.
• Coordinate the cancellation of lost checks payable to students, employees, and vendors. Communicate with payees in person, by telephone, and in writing. Submit online stop payment requests through the University's bank website. Notify appropriate university Business Office staff to void check in the University's records.
• Serve as the primary monitor of the main Business Office telephone line. Refer callers to appropriate university Business Office and University resources. Record telephone messages, including name, full telephone number, and nature of the call for Business Office staff. Transmit telephone messages to appropriate parties through email.
• Coordinate routing, approval and return of required bank documents for investments, new accounts and changes to existing accounts. Ensure secure transmission of documents to safeguard University assets. Maintain secure and accurate repository of bank documents for audit and reference purposes.
• Manage university Business Office supply inventory. Monitor inventory levels and budget availability. Solicit staff input and submit orders to ensure the effective, efficient, and timely acquisition of materials.
• Manage university Business Office computer and equipment inventory. Maintain database of employee computer assignments and acquisition dates. Procure replacement computer equipment annually through approved University process according to schedule approved by Assistant Vice President for Finance and Administration and Assistant Treasurer.
• Coordinate the acquisition of all supplies, services, and equipment for the university Business Office. Submit electronic purchase requisitions. Review Accounts Payable invoice reports and submit payment recommendation to appropriate Business Office financial manager. Allocate procurement and travel card charges as required by Accounts Payable as requested by university Business Office cardholders.
• Prepare Payment Notifications to record bond principal payments, bond interest payments, and related fees from bond trustee invoices and associated documents. Enter related journal entries as requested by Assistant Vice President for Finance and Administration and Assistant Treasurer.
• Prepare Payment Notifications for various university Business Office expenses paid outside the standard Accounts Payable process and send to the appropriate financial manager for approval.
• Coordinate publication of annual financial report with Director of University Accounting. Submit order for printed reports to University Creative and Print. Reconcile report drafts with source documents. Identify and resolve exceptions. Update list of internal and external recipients annually to ensure timely and accurate delivery of reports to stakeholders.
• Coordinate repairs and maintenance for university Business Office equipment and facilities. Maintain inventory of related supplies to sustain uninterrupted operations. Train new employees on printer, copier and fax machine policies and procedures.
• Review monthly university Business Office telecommunication reports. Identify exceptions and work with Information Technology and university Business Office employees to resolve. Refer unresolved issues to the appropriate university Business Office director.
• Maintain spreadsheet on construction performance bonds and monitor release dates. Work with the manager of Accounts Payable to release bonds for completed projects. Prepare correspondence to release bonds and submit with supporting documentation to Assistant Vice President for Finance and Administration and Assistant Treasurer for review and approval.
• Coordinate creation of escrow accounts for construction projects. Prepare escrow agreements. Distribute agreements approved by Assistant Vice President for Finance and Administration and Assistant Treasurer to contractors for signature. Send executed agreements to escrow agent to authorize creation of accounts.
• Enter accounting and budgeting transactions into the accounting information system as requested by university Business Office staff.
• Coordinate travel arrangements for university Business Office employees as requested. Determine availability of funds for professional development travel. Prepare preapproval notifications. Reserve ground or air transportation. Provide required supporting documentation. Reconcile expenses following trip and obtain necessary approvals for expenses and associated reimbursements.
• Sort incoming mail. Distribute to appropriate university Business Office employees through designated mailboxes. Deliver incoming payments to Bursar's Office immediately to protect University assets. Safeguard confidential and sensitive information.
• Monitor shared email accounts. Resolve invalid email addresses and route messages to appropriate parties for further action.
• Evaluate requests for University Form W-9 and authorizations to pay the University by ACH. Communicate with requestors and University employees to resolve questions. Transmit forms for approved requests and maintain log of distributions for review by auditors or university Business Office staff.
• Perform other duties as assigned.

Required Knowledge and Skills

• High school education or equivalent.
• Three years of related office experience.
• Previous accounting or bookkeeping experience.
• Competency in spreadsheet and word processing programs.
• Strong interpersonal, written, and verbal communication skills
• Documented record of accuracy and attention to detail with the ability to prioritize tasks effectively.
• Demonstrated ability to apply knowledge and skills to new activities.
• Demonstrated ability to read, interpret and follow policies and procedures.
• Ability to maintain confidentiality.
• Demonstrated ability to calculate equations of addition, subtraction, multiplication, and division including interpreting percentages, fractions, and decimals.

Preferred Knowledge and Skills

• Associate degree or some college coursework.
• Experience with Ellucian Banner.
• Willingness and ability to serve as a notary public.

Regular Work Hours/Travel Requirements

About USI

The University of Southern Indiana is a public higher education institution located on a beautiful1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for thisposition include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year - accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit .

• Resume
• Cover Letter

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI typically will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at mcweinzapf@usi.edu or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

The University of Southern Indiana is anEEO/AA employer. All individuals including minorities, women, individuals with disabilities and veterans are encouraged to apply.