Operations Administrative Specialist

1 month ago

Oklahoma City, Oklahoma, United States Oklahoma State University-Oklahoma City Full time
Position Details Req ID: req18146 Position Title: Operations Administrative Specialist Position Type: Staff Full-Time Position Number: FS9911 OSU Campus: Oklahoma City Department: Operations VP Location Address:
900 N Portland Ave
Oklahoma City, Oklahoma, 73107
United States Hiring Supervisor: Mike Widell Hiring Range:
(Contingent upon available funding): , Hourly Work Schedule: Varies, may include some evenings and weekends Faculty Appt Period: Job Summary: Job Summary:
Provides functional support for Operations departments to ensure timely and effective services provided to the university community. Provides service coordination and communications point for Facility Operations projects and routine requests. Coordinates the department/fund level procurement and accounting for assigned areas. Acts as a liaison between Operations departments, procurement and accounting operations within Budget & Finance. Provides support for fiscal processes maintained in Banner Financials and OKCorral Procurement including but not limited to: * Equipment lifecycle including identification, acquisition, inventory, and disposition.
* Financial process monitoring, tracking, reporting, and escalation as appropriate.
* Purchasing and invoice processing to ensure accurate and timely order placement, receipt verification and payment processing.
* Coordination of P-Card expenditure accounting and reporting

Essential Job Functions:

  1. Coordinates Facility Operations work orders to ensure workflow and timely communications of expectations, impact and completion status to ensure end user functional work is minimally impacted.
    Assists in phases of fiscal operations and processes to ensure OSU, OSU-OKC Policies, and State/Federal fiscal compliance as necessary.
    Responsible for collecting accurate documentation and entry in OSU purchasing system (OK Corral).
    Assists departments with developing, authoring, and managing negotiated procurement processes.
    Processes department verified receipts and invoices against Purchase Orders and updates all necessary systems and processes to ensure timely payment. P-Card Acquisition, Reconciliation and Payment Processing.
    Responsible for accurate verification of documentation and accountant approvals for department initiated and incumbent initiated P-Card purchases.
    Utilize OSU financial and inventory system functionality to develop, maintain and run reports, as needed.
    Review data verification reports each semester to maintain accuracy of external reporting of institutional inventory.
    Responsible for analysis and reconciliation of budget spreadsheets to be updated as requested for the fiscal operations and others as assigned.
    Updating building and project spreadsheets for collection and analysis of fiscal operation for unit statistics.
    Completes all mandatory training and participates in a minimum of two professional development opportunities each year.
    Perform other duties as assigned.

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Special Instructions to Applicants Resume and cover letter are required for full consideration. Education & Experience Position Qualifications:

Minimum Qualifications:

Education:
High School diploma or equivalent
Work Experience:
* Minimum of two years of progressively responsible work experience in a related field.
* Minimum of two years of experience in administrative support including procurement, accounting; auditing, data in data entry and record keeping responsibility or equivalent experience in a professional office setting.

Knowledge, Skills, and Abilities:

Strong interpersonal skills and sensitivity to a multicultural environment in an effort to work and communicate effectively with all students, faculty, staff and community partners.Ability to understand basic construction and technology services concepts.Knowledge in methods, practices and procedures used in purchasing, record keeping and reporting.
Excellent time management and planning skills required to coordinate and prioritize multiple projects simultaneously while adapting to changes in a fast-paced environment with analytical, technical, interpersonal and organizational skills.
Ability to handle multiple tasks and prioritize effectively with high degree of accuracy and attention to detail.
High degree of initiative to work independently and also collaborate in a team environment.
Demonstrated knowledge of office technologies including but not limited to: office computers, scanners, internet research, Microsoft Office (Word, Excel, Access, PowerPoint, Outlook).
Ability to maintain strict confidentiality in all matters related to sensitive materials and office matters.
Must work constructively with faculty, staff, OSU-Stillwater, vendors, and outside entities.
Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads and stakeholder contact.
Passion for assisting customers and representing the OSU brand with positivity and professionalism.
Demonstrated history of ethical and professional behavior. Preferred Qualifications:Associates degree preferred in business, accounting, finance or a related area of study, or an equivalent of experience and education.Experience in project management and functional logistics.Experience with centralized procurement and financial systems such as Banner Financials and OKCorral preferred.
Experience working in both collaborative/team environments and in positions that require individualized work with minimal supervision.
Experience in working within an institute of Higher Education managing complex business cycles.
Experience with inventory-tracking software or other database management tools.
Working Conditions:
Must be able to work flexible hours to include some nights and weekends.
Work will be performed in an office environment with a significant amount of public contact, in person, by telephone, via email, and various communication platforms.Physical Requirements:Duties require extended periods of sitting, talking and listening.
Duties require extensive use of computers, telephone and other office equipment.
Requires possible lifting of up to 25 lbs. (If an object weights more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift).

The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodations.

Oklahoma State University (OSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations,OSU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check.The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.

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