Business Assistant - SON Business and Finance Dept

MSCCN; Lubbock (TX); On-site; USD 32,000 - 45,000; Full time

Job summary

MSCCN is seeking an experienced clerical specialist to perform complex duties in finance and procurement support. The role requires strong knowledge of policies and procedures within the area and the ability to work with general supervision.

Responsibilities include maintaining budget, purchasing, and reporting records; processing invoices and reimbursements; and assisting faculty and staff with related financial processes. A high school diploma and 2 years of clerical experience are required.

Qualifications

• High school diploma or equivalent required.
• Two years progressively responsible clerical experience.
• Substitution of additional education/experience on a year-for-year basis acceptable.

Responsibilities

• Manage collection, entry, maintenance, validation, and tracking of financial and procurement data.
• Coordinate and maintain fiscal and procurement records including contracts, invoices, and payments.
• Process purchase card reconciliations, invoices, and supporting documentation for approvals.
• Receive, sort, distribute, and process departmental mail and documents; support records retention.
• Provide customer service and administrative support to faculty, staff, students, vendors, and stakeholders.
• Assist with purchase orders, direct pays, receiving reports, and reimbursement requests.
• Monitor outstanding purchase orders, vendor invoices, shipment status, and payments.

Skills

Clerical experience

Office software proficiency

Data entry/record maintenance

Customer service support

Confidential records handling

Education

High School Diploma or Equivalent

Tools

Microsoft Excel

Microsoft Word

Outlook

Electronic filing systems

Cognos

TechBuy

Chrome River

Job description

Performs responsible and complex duties associated with a specialized function of a section of clerical employees. Thorough knowledge of policies, procedures, and methods within the area of responsibility is required. Initiative and independent judgments are frequently exercised in formulating procedures or methods, and in program coordination. Work is performed under general supervision within University policies and procedures. Job performance is based upon overall operational effectiveness.

Required Experience

Education: Proficiency in written and mathematical processes as may be reflected by the completion of high school or the equivalent.

Experience: Two years progressively responsible clerical experience. Additional education and/or related experience to equal two years may substitute on a year for year basis.

Preferred Experience

• Experience using Microsoft Excel, Word, Outlook, and electronic filing systems to maintain and track financial, procurement, or business records.
• Experience supporting purchasing, accounts payable, procurement, or financial documentation processes.
• Experience using Cognos, TechBuy and Chrome River.
• Experience maintaining confidential financial, business, or personnel records.

Additional Qualifications/Responsibilities

• Manage the collection, entry, maintenance, validation, and tracking of financial and procurement data within spreadsheets, databases, logs, and reporting systems to support budget monitoring, expenditure tracking, and business operations.
• Coordinate and maintain the school's fiscal and procurement records, including purchasing documentation, contracts, invoices, deposits, receiving reports, budget activity, payment processing, and related financial transactions.
• Process purchasing card reconciliations, invoices, and supporting documentation, ensuring transactions are accurately reviewed and submitted for approval and payment.
• Receive, sort, distribute, and process departmental mail, packages, deposits, and business documents while supporting records retention and document storage activities.
• Provide customer service and administrative support to faculty, staff, students, vendors, and business office stakeholders regarding purchasing, reimbursement, payment, and related business processes.
• Assist the Analyst and Senior Director with purchase orders, direct pays, receiving reports, reimbursement requests, and other routine procurement activities.
• Monitor outstanding purchase orders, vendor invoices, shipment status, and payment issues, following up as needed to ensure timely resolution and accurate financial processing.