What are the responsibilities and job description for the Business Coordinator II position at Texas A&M AgriLife?
Job Title
Business Coordinator II
Agency
Texas A&M Agrilife Extension Service
Department
4-H Youth Development
Proposed Minimum Salary
Commensurate
Job Location
College Station, Texas
Job Type
Staff
Job Description
Job Description Summary
The Business Coordinator II, under general supervision, provides support and coordination of a variety of business activities requiring independent judgment, including reviewing business documents and assisting in developing, monitoring, and reporting accounts and budget data. Serves as the person responsible for accounts payable for the 4-H Program.
Responsibilities
- Oversees purchasing and travel expenses for the 4-H Program and maintains extensive knowledge and understanding pertaining to TAMU disbursements of funds payable system (AggieBuy) and purchasing system (OneCard & Emburse) guidelines, policies, and procedures and advises customers on best practices for each system.
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AggieBuy:
- Assists vendors in the setup process in AggieBuy as needed.
- Receives, reviews, and submits all invoices to be paid and processes in AggieBuy – ensuring all required supporting documentation is included.
- Submits requisitions and purchase orders in AggieBuy and consults with the business administrator as needed.
- Monitors the progress of invoices and requisitions, taking action when payments are not processed timely to minimize and delay in payments to vendors and updates receiving in AggieBuy when applicable.
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Emburse (Chrome River):
- Reviews and audits all travel and non-travel reports assisting when needed.
- Understands the object codes and how to use them and ensures the correct object codes are being used.
- Acts as the first approver on all travel and non-travel expense reports
- Monitors aged transactions and unsubmitted reports and communicates with card holders on the status of these transactions/reports.
- Processes Departments DBR’s & DCR’s when requested and acts as a back up for DFI’S, DFE’S, and IDT’s if needed.
- Provides customers service and serves as the primary “point of contact” for accounts payable matters. Handles assigned email correspondence and phone inquiries about business procedures and helps as needed.
- Takes ownership of customer service responsibilities and serves as a resource for travel and purchasing areas by offering one-on-one training with employees as requested to assist with their understanding of policies and procedures and answering questions as needed.
- Reconciles 4CONN and Travel accounts and sends out monthly reports to specialists. Collects and submits all balance certifications each month from specialists.
- Monitors 4-H accounts to ensure funds are available to spend and ensures all accounts stay positive, making corrections if an account goes negative.
- Uses problem solving skills to find solutions to complex financial problems when needed.
- Serves as a backup approver for 4-H accounts.
- Willingness to cross train with other aspects of the 4-H Business Office.
- Other duties as assigned
Qualifications
Required Education and Experience
- Bachelor’s degree or equivalent combination of education and experience.
- Three years of related experience.
Required Knowledge, Skills and Abilities
- Knowledge of word processing and spreadsheet applications.
- Interpersonal and communication skills.
- Planning and organizational skills.
- Ability to multitask, work cooperatively with others, and communicate effectively
- Computer competencies required.
- Strong service ethic and desire to work with all audiences in assigned county, regardless of socioeconomic level, race, color, sex, religion, disability or national origin.
Other Requirements:
- Travel connected with official duties may be required. This may include attendance at night and/or weekend meetings, and participation in out-of-county events. Must have access to personal vehicle and obtain/maintain valid Driver's license and appropriate liability insurance.
- Must have willingness to work necessary hours to fulfill job responsibilities (some evenings and weekends).
All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.
Equal Opportunity/Veterans/Disability Employer.