Business Associate II

3 weeks ago

Amarillo, United States Texas A&M AgriLife Full time
Job Title
Business Associate II

Agency
Texas A&M Agrilife Research

Department
Amarillo

Proposed Minimum Salary
Commensurate

Job Location
Amarillo, Texas

Job Type
Staff

Job Description

The Business Associate II, under general supervision, provides support for business activities at Texas A&M AgriLife Research-Amarillo. This position serves as a point of contact for faculty and staff with regards to travel, mileage, shipping and work order requests.

Responsibilities:
  • Makes complex travel arrangements and prepares itineraries for administrative personnel, faculty and staff, guest travelers and prospective employees. This includes processing registration payments for conferences via the Procard. On September 1, create annual blanket State of Texas travel requests for all AgriLife Research employees. Prepares travel requests and encumbers all travel in FAMIS. Prepares travel expense reports for all faculty and staff. Verifies when paid in FAMIS and then completes encumbrance in FAMIS. Maintains Excel travel log, as well as the PO log.
  • Prepares Procard expense reports and required documentation for all cardholders. Business Associate II will encumber the funds in FAMIS. Verifies when paid in FAMIS and then completes encumbrance in FAMIS. Maintains Excel Procard log, as well as the PO log. Secures, checks out, and maintains a purchasing credit card. Serves as second in line backup for checking out Procard or making purchases for customers.
  • Verifies in FAMIS that all Texas A&M AgriLife Research-Amarillo and DS01 invoices have been processed for payment by Disbursements. Stamp the invoice with the verified in FAMIS stamp. Writes the voucher number on the invoice. Pass verified invoices to Business Associate III to log in PO log.
  • Scans all final travel, Procard, invoices, statements, and mileage for electronic storage. Temporarily files hard copies until destruction.
  • Receive and file all fuel receipts paid on Voyager card. Matches/verifies fuel receipts to the Voyager invoice monthly and returns to Business Associate III for payment processing.
  • Receive and scan all bulk fuel logs.
  • Print postage stamps via Stamps.com, apply postage and place in outgoing mail box. Keep adequate postage in the Stamps.com account.
  • Sorts, organizes and distributes the U.S. mail. Opens AgriLife Research Business Office mail and distributes it to appropriate personnel.
  • Prepares shipping labels for outgoing overnight and ground pickups from Fedex and UPS. Business Associate II will encumber the funds in FAMIS for shipping costs and log into PO log. Pay the Fedex/UPS invoices via AggieBuy, verify when final in FAMIS, scan for electronic storage.
  • Requests photocopier maintenance and supplies. Provides copier count to copier vendor. Keeps the photocopier filled with paper, staples, and ink.
  • Responsible for maintaining and organizing office supplies for Business Office team. This includes requesting Business Associate III to place orders for copy paper, printer cartridges, computer UPS backups, and miscellaneous office supplies. Maintains UPS backup log and keeps appropriate inventory on hand.
  • Creates Maintenance and Farm Work Orders, distributes via email, and maintains the Maintenance and Farm Work Order logs.
  • Checks are scanned and deposited into Wells Fargo Bank via Panini scanner for AMAR and DS01. Log in Cash Receipts Log.
  • Receives monthly mileage use reports from Unit employees. Records monthly mileage by state vehicle to Excel log. Scans monthly mileage use logs into Laserfiche to be retrieved by the Fleet Management Department in College Station. Retains hard copies until we receive confirmation of Laserfiche backup, then destroys. Scans titles and registrations into Laserfiche and files hard copies. Once a vehicle is sold, mark the vehicle sold in the mileage log, and add the word sold and date sold to the vehicle folder name in Laserfiche in each section pertaining to vehicle documents.
  • Maintain the Extension Vehicle Mileage for Dr. Bell's vehicles (including Extension mileage log). Provides a copy to Extension Admin staff for Extension submittal via LF. Encumbers funds in FAMIS and records in PO log. Pays mileage invoices via AggieBuy. Completes FAMIS encumbrances for Extension when transactions post and for Research prior to paying invoice.
  • Verifies/reconciles Research accounts monthly.
  • Scans all monthly account reconciliations for Amarillo and Extension (DS01) into Laserfiche for storage per policy and retention policy. Retains hard copies until we receive confirmation of Laserfiche backup, then destroys.
  • Process payment via Procard to renew registration on all vehicles and trailers prior to expiration date or travel to Potter County Tax Office. Scans inspection and county renewal documents into Laserfiche. File hard copies in vehicle file. Provides appropriate stickers/paperwork to vehicle custodians.
  • Switchboard duties - Employee will serve on a rotation schedule for switchboard operator/receptionist. While at the receptionist desk, greet all visitors and provide courteous and professional assistance.
  • Trains other business staff, upon request of supervisor, for the purpose of cross training.
  • Scans and stores documents into Laserfiche, as requested.
  • Shreds documents as requested and approved in the Records Destruction Process.
  • Serves as backup to other business/administrative staff as appropriate and requested.
  • Employee will be required to use normal office equipment such as a desktop computer, scanner, calculator, copy machine, and telephone.
  • Maintains and continually improves proficiency, knowledge, and skills regarding desktop computer software applications, as well as policies and procedures pertaining to this position. Prepares Texas A&M AgriLife Research / Texas A&M AgriLife Extension Service forms in required format.
  • Performs other duties as assigned.


Required Education and Experience:
-High school diploma or equivalent combination of education and experience.
-Four years of related experience in business operations specific to bookkeeping, accounting, travel, purchasing, and accounts payable.

Preferred Education and Experience:

-Prefer prior experience with reconciling accounts and travel. Ability to be self-motivated, highly organized, accounting oriented with a preference to work with numbers. Previous experience with creating and maintaining complex financial reports and spreadsheets. Prefer prior experience using software programs such as FAMIS, Canopy, Concur, AggieBuy, Workday, Laserfiche, OneDrive, and Microsoft Outlook. Purchasing, travel, and Account Payable experience.

Required Knowledge, Skills and Abilities:
-Knowledge of word processing and spreadsheet preparation. Interpersonal and communication skills via email, videoconferencing, phone and in person. Planning and organizational skills. Must be detail oriented, accurate, and dependable.

-Ability to maintain confidentiality. Ability to multitask and work cooperatively with others. Ability to show initiative and adhere to deadlines. Ability to follow all rules and procedures. Customer service skills require professional, courteous, and prompt service. Ability to work independently.

Required Registrations, Certifications, and Licenses:
None.

Other Requirements:
This position is currently located at the Texas A&M AgriLife Research and Extension Center in Amarillo, TX. In approximately September 2025, we will be moving into a newly constructed building on the West Texas A&M University Campus in Canyon, TX. The Business Associate II must be willing to work in Amarillo for one year and then permanently move job location to Canyon, TX.

The successful candidate must attach a resume and answer all questions in the application process.

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/Affirmative Action/Veterans/Disability Employer.

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