Department Assistant 4

https:/www.scheurer.org/careers/; Ohio; On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a Department Assistant to support the University Controller and enhance office efficiency. This role involves managing calendars, coordinating meetings, and handling sensitive information with integrity. You will assist in budget preparation and financial reporting while providing exceptional customer service to various departments. If you thrive in a dynamic environment and possess strong communication and analytical skills, this opportunity offers a chance to make a significant impact within the organization.

Qualifications

• 6+ years of office management experience required.
• High school education required; Associate's degree preferred.

Responsibilities

• Manage office operations and provide exceptional customer service.
• Assist with budget preparation and maintain financial reports.
• Support the Controller's office with confidential information.

Skills

Oral and Written Communication

Customer Service Orientation

Analytical Skills

Microsoft Applications

Multi-tasking

Problem Solving

Confidential Information Handling

Education

High School Diploma

Associate's Degree

Tools

PeopleSoft

Web Management Tools

Job description

POSITION OBJECTIVE

Working under general direction and reporting to the University Controller, the Department Assistant performs a wide variety of administrative functions. This individual will handle and process highly confidential, time sensitive and complex information providing assistance to the University Controller to increase their time and availability for high-level responsibilities. The department assistant will serve as a resource for the Senior Associate Controller and the department, but will also be seen as a resource for three smaller Finance Division departments, namely Enterprise Resource Planning, Audit Services, and Endowment Management. The department assistant may handle a wide variety of matters, situations and conflicts involving all levels of administration and rely on experience, independent judgment and decision making to plan and accomplish goals.

ESSENTIAL FUNCTIONS

Manage all aspects of a professional and efficient office. Provide exceptional customer service to office visitors and on the telephone. Manage the university controller's and the sr. associate controller's calendars (including coordinating events/meetings, developing agendas etc. with other senior leadership), controlling the entryway security, arranging travel and producing and proofreading of documents (complex letters, quarter-end briefing book, annual report, etc.). In addition, maintain office machinery, such as copiers and postage machine. Periodically assist the three smaller Finance Division departments which occupy the same space as the Controller's Office (Enterprise Resource Planning, Audit Services, and Endowment Management). This includes assisting them with supply ordering, T&E reimbursement, conference room reservations, calendar meeting invites, and other various administrative tasks that come up from time to time. (35%)
Assist with the preparation of the departmental budget and forecasts. Reconcile expenditures charged to the departmental operating account and identify areas of concern. Assist the university controller in implementing cost-saving strategies. Maintain a strong understanding of university financial policy, purchasing policies, budgetary guidelines and deadlines. Prepare monthly reports, quarterly forecasts and yearly budget for review by the university controller. Maintain a balanced budget. Distribute reports. Work under the guidance of the accounts receivables accountant. Order office and other supplies for the department as a whole, ensuring that the department is receiving the best pricing. Maintain the proper amount of inventory for office supplies, payroll check stock and other forms, such as W-2's and 1042's. (25%)
Prepare and/or contribute to the preparation of documents for the year-end reporting process and the annual financial audit. Includes, but not limited to, the coordination of receipt of audit schedules, preparation of confirmation letters and management representations letters, and assistance in the production of the university's annual report, a complex and audited document that must be in compliance with U.S. GAAP. (10%)
Interact diplomatically with many employees on behalf of the controller's office. Provide support to the tax manager with the state income tax and unclaimed funds filing process. Includes input of K-1's into the CTRAC tax software, requesting payment of state tax due, preparation and mailing of notice to recipients of unclaimed funds and coordination of responses and payments to recipients. This process involves the careful and sensitive handling and communication of personal and confidential information. (7%)
Manage emails on [e-mail], the main avenue of correspondence for the department, and ensure the proper staff have received and responded to inquiries in a timely manner. Determine and distribute tasks on the controller's office work list in PeopleSoft Financials to the proper person(s). (7%)

NONESSENTIAL FUNCITONS

Act as human resources liaison for the department. Includes posting of job openings, coordination of incoming and outgoing staff, tracking of annual reviews, scheduling interviews, and maintaining current job descriptions. (3%)
Act as a liaison for the CedarTech Building, the non-university owned office space where the Controller's Office and other various Finance Division departments are located. Work with the third-party building manager, the building owner and the university designated go-between to ensure proper janitorial, delivery, maintenance, and parking lot operations are functional and optimal for the Controller's Office occupancy. (5%)
Maintain and update the department's webpage. Ensure content is current. Upload documents when needed, such as the audited financial statements, the A-133 audit document and memos from the Controller's Office to the university community. (5%)
Perform other duties as assigned. (3%)

CONTACTS

Department: Continuous interaction with professional and management staff of all levels within the Controller's Office.

University: Daily contact with principle investigators and department administrators for petty cash reimbursements; frequent contact with the university community in answering phones and Finance Division, the mailroom staff, senior management and executive staff when scheduling meetings.

External: Weekly contact with vendors; occasional contact with external auditors or consultants.

Students: Little or no contact with students.

SUPERVISORY RESPONSIBILITIES

This position may supervisor temporary staff on a periodic or project basis.

QUALIFICAITONS

Experience: 6 or more years in office management.

Education: High school education required; Associate's degree highly desirable.

REQUIRED SKILLS

Must have excellent oral and written communication skills.
Must be able to effectively interact with a wide range of individuals.
Proven customer service orientation.
Must be self-motivated and can work as part of a team.
High level of integrity and professionalism; handle confidential information responsible.
Accurate and detailed oriented; must be able to proofread.
Must be analytical and a problem solver.
Strong ability to multi-task and manage deadlines.
Proficient knowledge of Microsoft computer applications.
Ability to utilize email and internet effectively.
Experience with calendaring systems.
Experience with PeopleSoft or another ERP system preferred.
Experience managing a webpage a plus.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion, using computer mouse and keyboard to type.