Business Administrative Associate - Hybrid

University of Illinois System; Urbana (IL); Hybrid; USD 49,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life Insurance

Retirement Plan

Paid time Off

Tuition waivers for employees and/or 4

Tuition waivers for dependents

Job summary

The University of Illinois System is seeking a Business Administrative Associate for University Payables in Urbana. The role is hybrid, full-time, and involves auditing invoices, data entry, and policy compliance.

You will collaborate with multiple units, support vendors, and improve payable processes. Required are a bachelor’s degree and 2 years of relevant experience; Master’s may substitute for a year of experience.

Qualifications

• Knowledge of generally accepted accounting principles and accounts payable best practices.
• Excellent organizational and communication skills.
• Proficiency with Microsoft Outlook, Word, Excel, and OneNote; familiarity with Banner Finance, Banner Document System (BDS), iBuy, P-Card, T-Card, and Chrome River.

Responsibilities

• Perform pre-pay audit of invoices/expense reports in Emburse Enterprise, iBuy, and Banner systems with attention to policy.
• Participate in daily operations and prioritize work to meet operational needs.
• Maintain professional relationships and act as liaison between campus customers and University Payables.

Skills

Attention to detail

Problem solving

Independent judgment

Interpersonal skills

Organizational skills

Communication skills

Team collaboration

Education

Bachelor's degree in business administration or related field

Tools

Outlook

Word

Excel

OneNote

Banner Finance

Banner Document System (BDS)

iBuy

P-Card

T-Card

Chrome River

Job description

Business Administrative Associate - Hybrid

University Payables

Hybrid

Posting Category

Sponsorship for Work authorization is not available for this position.

Under the general supervision of a designated supervisor, independently perform a variety of complex technical and functional duties in University Payables. This position requires the ability to work effectively in a fast-paced environment where new challenges arise every day. Problem-solving, the ability to adapt and respond in a timely and professional manner, high attention to detail, and exercising good judgment are some of the skills that will lead to success. This is a team-oriented position that works collaboratively with a variety of units and departments both within University Payables and the University of Illinois, as well as with customers outside of the university. Providing quality customer service, the willingness to continuously improve, as well as a professional attitude and a willingness to learn, should be demonstrated while working in the best interests of the University of Illinois. The incumbent is expected to at all times observe standards of professional conduct and strive for ex

Responsibilities

DUTIES AND RESPONSIBILITIES

• Perform pre-pay audit of invoices/expense reports and related data entry functions in the University's Emburse Enterprise system, online procurement and accounts payable (iBuy), and financial reporting (Banner) systems to ensure compliance with University, State, and Federal policies and regulations. Requires attention to detail and the use of independent judgment in policy interpretation. (45%)
• In conjunction with the Coordinator, participate directly in the daily operations of University Payables. Schedule and prioritize daily work assignments; monitor progress of daily activities to ensure that operational needs are met; monitor for, research, and resolve transactions requiring rework ('rejects'). (15%)
• Maintain a professional working relationship with University units on all campuses by serving as a subject matter expert and liaison between campus customers and University Payables to promote understanding of accounts payable policies and procedures. Identify University customers who may need special assistance and assist with problem resolution. (10%)
• Actively identify, investigate, and, with appropriate approval and direction, implement Payables process improvements. Contribute to the development of written procedures for both internal and external training needs. Participate in the formulation and implementation of policies/procedures related to Payables functions. (10%)
• Conduct research and analyze transactional data in the University's Emburse, iBuy, and Banner systems and in University Payables' operational reports and databases to monitor payment transactions for departments and vendors, and oversee research performed by personnel outside University Payables. (5%)
• As required and directed, actively participate in system testing for University Payables' system upgrades. (5%)
• Analyze vendor account statements and assess the extent to which invoices are in arrears. Conduct research of accounts and invoices in various systems and databases as necessary, and consult with vendors, departments, and/or Campus Purchasing Divisions to determine a course of action. (5%)
• Perform other duties appropriate for a Business/Administrative Associate classification, such as representing University Payables in cross-functional meetings and/or serving on various committees. Actively participate in and contribute to University Payables' meetings and activities. (5%)

Qualifications

• Bachelor's degree in business administration, management, or a field related to the position.
• Two (2) years of professional business, financial, and/or managerial work experience.

(NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.)

Knowledge Skills And Abilities

• Knowledge of generally accepted accounting principles and accounts payable best practices. Familiarity with the Business and Financial Policies and Procedures Manual of the University of Illinois, the State of Illinois, and the University procurement statutes, regulations, and procedures.
• Excellent organizational and communication skills. Interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships.
• Proficiency with Microsoft Outlook, Word, Excel, and OneNote; preference for knowledge of Banner Finance, Banner Document System (BDS), iBuy, P-Card, T-Card, and Chrome River applications.
• Ability to work independently and exercise good judgment and discretion in the performance of all work assignments. Ability and willingness to perform at consistently high levels and to demonstrate initiative in the performance of duties.

APPOINTMENT INFORMATION

This is a 100% Full Time Civil Service Business/Administrative Associate position. The expected start date is as soon as possible. Sponsorship for work authorization is not available for this position. System Office jobs such as this one are not eligible for the Referral Program.

The budgeted salary range for the position is $49,000.00 - 52,000.00. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

This position is intended to be eligible for benefits . This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

System Human Resource Services

[phone]

[e-mail]

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the System Human Resource Services at 217-333-2600, or by emailing [e-mail] .

Job Category: Civil Service

Campus Location: Urbana