Administrative Assistant

University at Buffalo Campus Dining & Shops; Buffalo (NY); On-site; USD 40,000 - 52,000; Full time

Job summary

University at Buffalo Campus Dining & Shops is seeking an Administrative Assistant to provide day-to-day support to the procurement and accounting departments, handling invoice processing and general ledger coding within our food service management system. You will perform data entry of invoices and GL information into profit and loss statements, generate reports, and assist with routine office tasks.

The role requires collaboration with management, Accounts Payable, and team members to ensure

Qualifications

• Minimum of 1 year professional clerical experience, in an accounting office preferred.
• Must have exceptional communication skills and be detail oriented.
• Ability to effectively motivate and train employees with positive results and work in a team environment.
• Excellent time management skills to meet deadlines and provide advanced planning.
• Strong computer skills including spreadsheets, word processing, desktop publishing, e‑mail, Internet research, and multimedia.
• Ability to adapt to change, willingness to adapt and make process efficiencies.

Responsibilities

• Submits orders for office supplies from accounting weekly and distributes upon arrival.
• Receives and tracks invoices from cost centers.
• Inputs general ledger codes into invoices and then inputs invoices into the food service management system and accounting software/excel profit and loss spreadsheets.
• Runs laundry charge reports and transfers costs to each cost center.
• Runs food service management reports and invoices for processing.
• Runs reports for various rewards programs and processes rewards as per the policies and procedures.
• Process FSS New Item Requests and Set Up Vendor Items.
• Assists with renewal of health permits and tracking of various documentation.
• Communicates with Accounts Payable to ensure invoices are received timely.
• Organization and filing of incoming mail or other documentation as needed.
• Follow procedures related to accounting and procurement functions as it related to processing of invoices and the food service management systems.
• Work with team members including students on organization and timely processing of necessary paperwork for both the accounting and procurement departments.
• Timely and professional communication with operational units as needed.
• Data entry, office organization including record retention/purging, filing and other related tasks may be required.
• Various other administrative and data entry tasks as assigned by management.

Skills

Clerical experience

Communication skills

Detail oriented

Teamwork

Time management

Education

High School Degree or higher

Tools

Excel

Word processing

Internet research

Email

Multimedia

Job description

Position Summary

Provides day-to-day administrative support to the procurement and accounting departments including processing and general ledger coding of invoices within the food service management system following accounting standards and processes. Data entry of invoices and general ledger information into profit and loss statements. Various administrative and data entry related tasks as assigned by management for these departments may also be included.

Brief Description

Job title: Administrative Assistant

Reports to: Director of Procurement

Department: Accounting

FLSA Status: Full-Time, Non-Exempt Non-Union Hourly

Position Summary: Provides day-to-day administrative support to the procurement and accounting departments including processing and general ledger coding of invoices within the food service management system following accounting standards and processes. Data entry of invoices and general ledger information into profit and loss statements. Various administrative and data entry related tasks as assigned by management for these departments may also be included.

Expected Hours of Work: Typical schedule is 8am-4:30pm Monday through Friday with the occasional need for overtime during peak periods or when business necessitates.

Essential Functions

Daily Office Administrative Support

• Submits order for office supplies from accounting weekly. Responsible for organization of the order upon arrival and distribution.
• Receives and tracks invoices from individual cost centers.
• Inputs or marks general ledger codes on invoices and then inputs invoices into the food service management system and accounting software/excel profit and loss spreadsheets.
• Runs laundry charge reports and transfers costs to each cost center.
• Runs food service management reports and invoices for processing.
• Runs reports for various rewards programs and processes rewards as per the policies and procedures.
• Process FSS New Item Requests and Set Up Vendor Items
• Assists with renewal of health permits and tracking of various documentation.
• Communicates frequently with various accounting employees and departments to ensure invoices are received and processed timely. Communicates with the Accounts Payable team if invoices are missing or not being received timely.
• Organization and filing of incoming mail or other documentation as needed.
• Follow procedures related to accounting and procurement functions as it related to processing of invoices and the food service management systems.
• Work with team members including students on organization and timely processing of necessary paperwork for both the accounting and procurement departments.
• Timely and professional communication with operational units as needed.
• Data entry, office organization including record retention/purging, filing and other related tasks may be required.
• Various other administrative and data entry tasks as assigned by management.

Education and Training

High School Degree or higher.

Desired Qualifications

• Minimum of 1 year professional clerical experience, in an accounting office preferred
• Must have exceptional communication skills and be detail oriented
• Ability to effectively motivate and train employees with positive results and work in a team environment
• Excellent time management skills to meet deadlines and provide advanced planning
• Strong computer skills including spreadsheets, word processing, desktop publishing, e‑mail, Internet research, and multimedia
• Ability to adapt to change, willingness to adapt and make process efficiencies

Work Environment

This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, photocopies, phones, filing cabinets, fax machines etc.

Physical and Mental Demands

• Good visual acuity for reading reports, computer work, etc.
• Ability to lift, bend, reach, and any other physical demands of the position.
• Ability to walk and stand for up to 4 hours per day, Ability to sit at a desk and perform computer work for up to 8 hours per day

Licensure/Certification

None required.

Travel

None required.

Employee Name

Employee Name

Employee Signature

Employee signature

Date

Date signed

Equal Employment Opportunity

Campus Dining and Shops is committed to ensuring equal employment opportunities without regard to an individual's race, color, national origin, sex, religion, age, disability, gender, pregnancy, gender identity, gender expression, sexual orientation, predisposing genetic characteristics, marital status, familial status, veteran status, military status, domestic violence victim status, or criminal conviction status. Employees, students, applicants or other members of the University community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely based upon a protected characteristic. Campus Dining and Shops policy is in accordance with federal and state laws and regulations prohibiting discrimination and harassment. These laws include the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as Amended by the Equal Employment Opportunity Act of 1972, and the New York State Human Rights Law. These laws prohibit discrimination and harassment, including sexual harassment and sexual violence.