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Administrative Asst III
3 months ago
Administrative Asst III
This position performs administrative support duties for the Accounts Payable staff. Work involves processing and distributing incoming mail, preparing receivable and cash receipts documents for the Accounts Receivable staff, and Accounts Payable Units and analyzes confidential and time sensitive correspondence. This position will assist in complex micrographics work. Work involves operating, adjusting, and maintaining equipment used for microfilm processing, duplicating, and quality control. This position will assist in agency Warrant Distribution functions. This work includes distribution of agency payroll warrants, vendor payments, direct deposit notices and warrant releases; warrant pickup; distribution of form; and research, tracking and maintenance of distribution records. Essential Job Functions:
Provides administrative support to the Accounting Department by receiving, sorting and distributing publication, invoices, returned warrants, cash and negotiable instruments, Internal Revenue Service’s Levies, confidential and time sensitive correspondence. Coordinates mailroom activities with Accounts Payable Manager to ensure sufficient coverage. Prepares Accounts Receivable documents (cash and negotiable instruments) coordinating with Cash Management. Assist with microfilming all documents as needed. Assist in distributing payroll warrants and registries to regional payroll contacts.
Assist in retrieving agency vendor payment mail copies to include with vendor warrants. Reports any discrepancies to Micrographic Technician.
Assist Micrographic Technician and other agency staff in records retrieval.
Provides back-up for telephone coverage in coordination with others within the Finance area. Performs daily courier drop-offs and pick-ups.
The position interacts routinely with accounts payable staff, program staff, budget analysts, business managers, vendors and representatives from the Comptroller of Public Accounts, Texas Building and Procurement Commission, the Treasury Office, General Ledger and Legal departments. This position also will be helping out with the Hotline and provides statewide administrative support regarding inquiries and requests for information. This position will assist with Texas Identification Number (TIN) and Direct Deposit Program. The position evaluates the effectiveness of procedures and recommends streamlining alternatives. Performs other duties as assigned and required to maintain unit operations. Promotes, monitors, and ensures that respect is demonstrated for cultural diversity. Attends work regularly in accordance with agency leave policy. Knowledge Skills Abilities:
Ability to communicate effectively orally and in writing. Experience with inventory and receiving procedures. Knowledge of standard agency computer hardware and software such as Microsoft Office Suite. Skill in organizing and prioritizing workload. Skill in managing multiple priorities. Skill in establishing and maintaining effective working relationships. Ability to prepare concise reports. Able to work irregular hours and overtime. Ability to work independently. Ability to lift, pull, push, and carry 25lbs.
