Finance & Procurement Admin Specialist

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

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