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Administrative Services Specialist
2 months ago
Position Overview:
Position ID:
req18195
Job Title:
Administrative Services Specialist
Employment Type:
Staff Full-Time
Position Number:
FS9929
Department:
Business Services
Location:
Oklahoma City, Oklahoma
Hiring Supervisor:
Amber Despain
Salary Range:
(Dependent on available funding): Commensurate with qualifications and experience.
Work Schedule:
Varies
Job Summary:
The Administrative Services Specialist plays a crucial role in supporting the Director in daily office functions and assumes responsibility for the office in the Director's absence.
This position is tasked with managing and reconciling campus accounts receivable and performing general accounting duties to ensure adherence to internal controls and accounting standards.
Daily cashier responsibilities are included, along with providing assistance to students, faculty, and staff as required.
Key Responsibilities:
1.
Manage Accounts Receivable, including but not limited to:
a. Reconciling multiple accounts to ensure compliance with internal controls and auditing standards.
b. Investigating student account histories.
2.
Support cashiering duties as necessary, which include:
a. Processing payments.
b. Cashing checks.
c. Balancing the cash drawer daily.
d. Providing additional assistance as needed.
3.
Assist the Director with daily office operations and various accounting tasks as required.
4.
Maintain familiarity with and adhere to university policies regarding the collection of student fees, refunds, financial aid disbursements, and all other business office functions.
5.
Perform data entry in the Banner system as required.
6.
Execute general accounting tasks as assigned.
7.
Provide assistance to students, faculty, and staff as necessary.
8.
Manage the Business Services email, including responding and forwarding communications.
9.
Complete all mandatory training and participate in at least two professional development activities each year.
10.
Carry out other duties as assigned.
The responsibilities outlined in this job description are intended to illustrate the various 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.
Qualifications:
Minimum Requirements:
Education: Completion of some college or business-related coursework with a focus on Accounting.
Experience:
2-3 years in a bookkeeping or financial environment. 1-2 years of cashiering experience. 1-2 years in an office management or similar role.
Knowledge, Skills, and Abilities:
Ability to manage multiple priorities under tight deadlines, handle peak workloads, and engage with the public and students effectively.
Strong communication skills, both verbal and written, to exchange information, provide instructions, and respond to inquiries appropriately.
Excellent interpersonal skills and sensitivity to a diverse environment to work effectively with all students, faculty, staff, and community partners.
Proficient in office technologies, including computers, fax machines, scanners, internet, and Microsoft Office (Word, Excel, Outlook). Attention to detail and accurate data entry skills are essential. Ability to work independently and collaboratively within a team. Strong problem-solving skills and adaptability to change. Capability to make sound recommendations based on logical reasoning. Proficient analytical and critical thinking skills to interpret written policies and procedures. Basic math skills are required. Confidence in public speaking and a passion for customer service, representing the university positively and professionally. A demonstrated history of ethical and professional conduct.Preferred Qualifications:
Experience with Accounts Receivable, particularly in account reconciliation and internal controls. An associate degree in accounting or business is preferred. Experience managing multiple tasks in a high-traffic environment that involves cashiering and financial transactions with a strong emphasis on customer service expectations. Previous experience in higher education is a plus.
Working Conditions:
May require extended hours during peak enrollment periods. Flexibility to work evenings and weekends is necessary.
Work will be conducted in an office setting with significant public interaction, including in-person, by phone, email, and various communication platforms.
Physical Requirements:
Must be capable of handling a high-volume position with frequent movement between desk and counter. Duties require prolonged periods of sitting, talking, and listening. Extensive use of computers, telephones, and other office equipment is necessary. Lifting of up to 25 lbs may be required (if an object exceeds 45 lbs, a two-person lift is mandated).
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) is committed to providing 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. Employment offers are contingent upon successful completion of a background check.
