Utah State University

Business Assistant III - TEAL

City Logan Campus
Posted Date 2 weeks ago(10/9/2020 6:05 PM)
Requisition ID
2020-2982
# of Openings
1
Job Locations
US-UT-Logan
Category (Portal Searching)
Accounting/Finance
Position Type
Benefited Full-Time
Job Classification
Non-Exempt
College
Business Services
Department
Bus Svs-Education & Human Svs
Advertised Salary
Commensurate with education and experience, plus excellent benefits.

Overview

The Business Assistant III will provide financial transaction support to the School of Teacher Education and Leadership in the areas of hiring, personnel transactions, and purchasing transactions. Additionally, this position may assist with contracts and grants.

Responsibilities

Coordinate with the Business Manager and the Department Head to timely and accurately perform the duties and responsibilities as specified, which may include the following:

 

Payroll/Hiring/EPAF Specialist

Provides hiring/on-boarding/payroll/leave management services and prepares and enters EPAFS as needed:

  • Submit timely and accurate job postings for hourly or salaried positions through iCIMS and Handshake.
    • Follows up with Search Committee Chairs to assure that applicants are properly processed, assists with policy and hiring questions, verifies that posting is open or closed as needed.
    • Collects required hiring forms including the I9 electronic form, ACA forms, and tax forms.
    • Works with hires to fill out the Self Disclosure form as needed or process Background Check Requests.
  • Securely maintains personnel files as needed.
  • Enters employee information in AggieTime, sets up groups, oversees to ensure that positions are correctly represented, trains employees and supervisors on use of system, and follows up with employees that miss entering timecard data.
  • Reviews AggieTime transactions, verifies information for reasonableness, appropriate signature approval, and policies. Processes hourly payroll in PHATIME or AggieTime.
  • Compare and verify actual payments to department designated payments for accurate payroll accounting and ACA compliance.
    • Reconcile as needed.
  • Tracks ACA variable employee hours, including those who have jobs in other departments, and provides warnings to supervisors and Business Manager of employees that are trending above the budgeted hours.
  • Sets up employees in MyTime and acts as leave manager.
  • Reviews leave transactions and initiates any changes that are needed in a timely manner.
  • Develops accurate schedules for non-exempt employees in MyTime.
  • Develops a good working understanding of each EPAF and strategies to select the correct EPAF and explain EPAFs to department staff.
  • Enters correct EPAF and approval queue in accordance with Payroll deadlines. Monitors EPAFs as they move through the approval process and promptly resolves any questions or issues.
  • Acts as backup for designated college personnel who enter EPAFs.
  • Provides reports and responds to inquiries about EPAFs and historical information as needed.
  • Positively engages and attends training and informational meetings provided by HR, Payroll, or Business Services.

Purchasing/Pcard Specialist

Responsible for the preparation and processing of purchasing transactions whether through EZ Buy or pcards.

  • Coordinates EZ Buy purchase requests from faculty/staff such as: honorariums, professional services, research participant payments, reimbursements, sole source, contractual services, and other appropriate purchases.
  • Processes all purchases in a timely manner and communicates the status of the purchase to the requestor.
  • Ensures new/existing vendors are properly set up in the PaymentWorks vendor data collection system.
  • Collects receipts from other cardholders and/or delegates, reviews for policy/procedure adherence and appropriate use, and attaches receipts in the pcard system.
  • Follow up with cardholders/delegates to ensure the timely upload of receipts.
  • Coordinates with cardholders/delegates on any issues, and ensures that cardholder training is current and delegates are properly authorized.
  • Coordinates contracts through the contract review process in accordance with policies.
  • Follows up with non-USU party for signatures or works with department personnel to coordinate the signature.  
  • Works with department personnel to assure that the final agreement is filed with purchasing.
  • Coordinates with risk management for certificate of insurance as needed for contractual obligations.
  • Coordinates with purchasing on bids, request for quotes, moving expenses etc.
  • Positively engages and attends training and informational meetings provided by Purchasing or Business Services.

Other Financial Support 

Responsible for providing other support as designated by the business manager:

  • Provides support to the Business Manager on monthly reconciliation of designated indexes.
  • Provides assistance with contract and grant proposals and monthly reconciliation of grant accounts.
  • Maintains and destroys documents in accordance to retention guidelines.
  • Oversees student course fee indexes for partner departments and course fee replacement index for department.
  • Works collectively with department personnel to provide office coverage.

Overall expectations

Actively and positively engages in tasks as assigned:

  • Positively engages in department, college or university teams as requested to improve processes, implementation of new policies or systems, or researching issues/opportunities.
  • Suggests and develops new concepts and approaches to issues.
    • As approved, works to positively implement the changes.
  • Handles confidential information and other financial/accounting responsibilities designated by the Business Manager.
  • Manages assigned projects effectively and demonstrates reliability and strong work ethic.
  • Promptly notifies Business Manager and/or Financial Officer of any suspected or known areas of fraud or material violations of policies and/or regulations.
  • Accurately responds to questions and concerns from students, staff, and others using tact and discretion.
  • Commits to integrity; performs duties with diligence in accordance with professional standards and enforces University policies and procedures.
    • Uses relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
  • Serves in the interest of Utah State University in a lawful manner, while maintaining high standards of conduct and character.

Qualifications

Minimum Qualifications

  • Six years of related work experience; or an associate degree/technical training plus four years of related work experience; or a bachelor’s degree in a business field plus two years of related work experience is required.
  • Competent in the use of computer programs including Excel, Office and other applications.
    • Proven ability to create formulas and spreadsheets in Excel.
  • Strong interpersonal skills along with a demonstrated ability to work collaboratively with a diverse group of people.
  • Able to develop professional documents and accurate reports.
  • Able to create a team-based environment within the program, department, and college.
  • Experience in payroll processing.
  • Experienced in managing multiple responsibilities and deadlines. 
  • Able to organize work responsibilities and self-assess personal performance against target objectives.
  • Proactive in resolving issues, setting up processes, and providing high-level customer service.
  • Ability to take initiative, maintain confidentiality and work without close supervision.
  • Job offer contingent on successful completion of a background check.

Preferred Qualifications

  • Experience in payroll processing at USU through AggieTime/Banner.
  • Experience in MyTime setting up schedules and/or leave manager.
  • Experience in ServiceNow Pcard system as receipt attacher or cardholder.
  • Working knowledge of USU’s purchasing policies
  • Working knowledge of USU operational policies.
  • Keyboarding and ten-key skills to support accurate and timely data entry.

Knowledge, Skills, and Abilities

  • Knowledge of purchasing and accounts payable procedures including those that relate to a public institution.
  • Knowledge of accounts reconciliation and ability to reconcile indexes.
  • Knowledge of hiring and payroll procedures.
  • Skilled with computer programs, including Excel and Windows.
  • Skilled with basic office equipment, including printers, copiers, fax/scanners and telephone systems.
  • Good organizational skills.
  • Skilled in budget preparation and fiscal management.
  • Ability to handle sensitive and confidential business data and personal information.
  • Ability to work without supervision.
  • Excellent customer service.

Required Documents

Along with the online application, please attach:

1. Resume/CV to be uploaded in the Candidate Profile under “Resume/CV”.

2. Contact information for Three Professional References to be provided in the Candidate Profile.

3. Cover Letter to be typed/pasted in a text box at the end of the application process. .

**Document size may not exceed 10 MB.**

Advertised Salary

Commensurate with education and experience, plus excellent benefits.

ADA

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes.  The employee is regularly required to sit and often uses repetitive hand motions.

College/Department Highlights

Department Highlights

The School of Teacher Education and Leadership (TEAL) has an established tradition of land-grant outreach, delivering quality teacher education to preservice and inservice teachers and school leaders. TEAL offers an array of baccalaureate and graduate degrees, including a distance-delivered doctorate, within the Emma Eccles Jones College of Education and Human Services. TEAL provides outreach programs within the University's Statewide Campuses system.

 

College Highlights

The Emma Eccles Jones College of Education and Human Services graduate programs are ranked #1 in all of Utah and #26 in the nation according to the U.S. News and World Report. We are ranked 6th in the nation in total research dollars. Our college has placement rates at or above 94% for certified graduates seeking employment in special education, elementary education, speech-language pathology, audiology, and 18 secondary education fields.

University Highlights

Utah State University (USU) was founded in 1888 and is honored to be Utah’s land-grant and space-grant university. USU is a Carnegie RU/H (Research University/High Research Activity) institution with approximately 27,800 students (24,660 undergraduates and 3,140 graduate students) on the Logan main campus. Utah State’s statewide system features eight campuses and 23 education centers and serves all counties in the state with Extension programs. USU offers 165 undergraduate majors, 138 graduate programs, and a variety of innovative stackable associate and certificate credentials. Washington Monthly ranked USU 14th in their national university rankings in 2019 and the 5th best public national university in the nation in 2018. As one of the two premier research institutions in Utah, USU is proud to provide a high-quality education at an affordable price. Additional information about Utah State University can be found here.

 

A core characteristic of USU is engagement with communities and people in economic development, improvements to quality of life, and human capital. Through the practical application of knowledge, the University and its faculty engage and share expertise with the state, nation, and world, preserving the historical land-grant tradition of partnering with communities to address critical societal issues in the interest of the public good.

 

The USU main campus is located in beautiful Logan, Utah; a city of about 50,000 situated in a picturesque mountain valley about 80 miles north of Salt Lake City. Outstanding recreational opportunities abound in the nearby mountains and proximate region.

 

Notice of Non-discrimination

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

 

Executive Director of the Office of Equity Alison Adams-Perlac, alison.adams-perlac@usu.edu, Old Main Rm. 161, 435-797-1266

Title IX Coordinator Hilary Renshaw, titleix@usu.edu, Old Main Rm. 161, 435-797-1266.

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

U.S. Department of Education, Denver Regional Office, 303-844-5695, OCR.Denver@ed.gov

 

USU is sensitive to the needs of dual career couples and provides a Dual Career Assistance program to support careers for partners who are also seeking employment.

 

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