Administrative Services Specialist

2 weeks ago

Edmond, Oklahoma, United States Oklahoma State University Full time
Position Overview

Position Title: Administrative Services Specialist

Position Type: Staff Full-Time

Department: Business Services

Hiring Supervisor: Amber Despain

Compensation: Commensurate with education and experience

Work Schedule: Varies

Job Summary:
In this role, you will support the Director in managing office operations and take charge of the office in their absence. You will be responsible for overseeing and maintaining campus accounts receivables and executing general accounting tasks to ensure adherence to internal controls and accounting standards. Daily cashier duties will be performed, along with assisting students, faculty, and staff as required.

Key Responsibilities:

1. Manage Accounts Receivables, including:

a. Reconciliation of various accounts to ensure compliance with internal controls and auditing standards.

b. Investigating student account histories.

2. Assist with cashier responsibilities as needed, which may include:

a. Processing payments.

b. Cashing checks.

c. Balancing the terminal drawer daily.

d. Providing additional support as necessary.

3. Support the Director with daily office operations and various accounting tasks.

4. Maintain knowledge of and comply with university policies regarding the collection of fees, refunds, financial aid disbursements, and other Business Office functions.

5. Perform data entry as required.

6. Execute general accounting duties as assigned.

7. Provide assistance to students, faculty, and staff as needed.

8. Manage the Business Services email by responding and forwarding inquiries appropriately.

9. Complete all mandatory training and participate in a minimum of two professional development activities each year.

10. Undertake other duties as assigned.

The responsibilities outlined in this job description are intended to illustrate the types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or logically assigned to the role.

Qualifications:

Minimum Qualifications:
Education: Completion of some college or business-related courses with a focus on Accounting.

Work Experience:
  • 2-3 years of experience in a bookkeeping or financial environment.
  • 1-2 years of cashiering experience.
  • 1-2 years in an office management or related role.
Knowledge, Skills, and Abilities:
  • Ability to manage multiple priorities under tight deadlines and high workloads.
  • Effective communication skills, both verbal and written, to exchange information and respond to inquiries.
  • Strong interpersonal skills and sensitivity to a diverse environment.
  • Proficient in office technologies, including Microsoft Office (Word, Excel, Outlook).
  • Accurate typing and data entry skills with attention to detail.
  • Ability to work independently and collaboratively within a team.
  • Problem-solving skills and adaptability to change.
  • Ability to make sound recommendations based on logical reasoning.
  • Analytical skills to interpret written policies and procedures.
  • Basic math skills.
  • Experience and confidence in public speaking.
  • Commitment to customer service and representing the university positively.
  • Demonstrated ethical and professional behavior.
Preferred Qualifications:
  • Experience with Accounts Receivables, particularly in reconciling accounts.
  • Associate's degree in accounting or business preferred.
  • Experience managing multiple assignments.
  • Experience in a high-traffic position involving cashiering and financial transactions.
  • Previous experience in higher education.
Working Conditions:
  • May require extended hours during peak enrollment periods.
  • Must be able to work flexible hours, including some evenings and weekends.
  • Work will be conducted in an office environment with significant public interaction.
Physical Requirements:
  • Ability to handle a high-volume position with frequent movement.
  • Extended periods of sitting, talking, and listening are required.
  • Frequent use of computers and office equipment.
  • Ability to lift up to 25 lbs.
The work environment and physical demands described are representative of those required to perform the essential functions of this job with or without reasonable accommodations.

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