Office Specialist III

Kansas State University; New York (KS, NY); On-site; USD 80,000 - 100,000; Full time

Job summary

An established institution is seeking an organized and self-motivated individual to provide specialized administrative support within its College of Agriculture. This role encompasses a variety of responsibilities, including basic accounting and human resources support, office management, and serving as a key resource for faculty and staff. The ideal candidate will thrive in a dynamic environment, ensuring efficient day-to-day operations while managing multiple tasks. If you have a passion for supporting educational initiatives and enjoy working with diverse groups, this opportunity is perfect for you.

Qualifications

• Requires two years of relevant experience in accounting or HR.
• Detail-oriented with excellent communication skills.

Responsibilities

• Provide administrative support to department heads and faculty.
• Process departmental travel transactions and maintain HR policies.

Skills

Accounting

Human Resources Practices

Communication Skills

Time Management

Detail Orientation

Multi-tasking

Education

Associates Degree

Tools

MS Office Suite

Job description

About This Role

This position will provide specialized administrative support relevant to academic, fiscal, purchasing, employment or payroll administration needs within the College of Agriculture/K-State Research & Extension's Business Services Unit. Responsible for managing the department(s) office and serves as a first point of contact and resource for faculty and staff.

This person will play an important role to help support both human resources and accounting related functions. The incumbent should be self-motivated and look forward to handling a wide variety of duties. This role will manage the office and ensure efficient day-to-day functioning and is relied upon to provide support for projects.

Below is a brief overview of key responsibilities:

Basic Accounting/Human Resources Support:

• Process departmental travel transactions for assigned unit(s) in accordance with State Regulations.


• Process fuel BPCs for the assigned unit(s) vehicle fleet and Departmental Interfund's of assigned unit.


• Developing a competency in all levels of processing all departmental deposits. Monitor and track sales tax reporting and keep the assigned unit's accounting system up to date.


• Monitor and maintain up-to-date inventory/asset records.


• Monitor and process facilities invoices.


• Monitor and maintain databases, records, financial accounts and other related systems.


• Serve as an HR liaison, handle personnel transactions and maintain HR policy and procedures for faculty/staff and students in assigned unit. This requires the initiative to research and utilize campus resources to find answers to HR questions and procedures.


• Track and ensure time and leave information is completed each pay period.


• Assist and backup other HR reps to meet assigned unit(s) needs.

Administrative Support:

• Provide administrative support and serve as a resource to all department heads, faculty, staff, students and departmental committees.


• Assist with assigned tasks and special projects as needed.

Office Management:

• This position will provide overall office management supervision and functions as a liaison to business managers and administrators.


• This individual oversees the activities of the office (phones, filing, work-orders) and will provide a high-level of technical support to faculty, staff and students.


• Track, order and replace office supplies as necessary to meet the needs of the departmental personnel to avoid interruptions to standard office operating abilities.


• Make travel, meal and schedule arrangements for departmental/visitor activities.


• Assist other office staff with managing calendars, agendas or electronic departmental resources.


• Assist with mail and packages as needed.


• Provide support to compile data and generate reports


• All other special tasks or assignments as required.

Worksite Option

This position is on-site.

Minimum Qualifications:

• Requires two years of relevant experience.

Preferred Qualifications:

• Associates Degree


• 2-3 years of relevant experience in accounting. HR practices and/or bookkeeping.


• Ability to maintain effective working relationships with a diverse population and the desire to be an effective/efficient team member.


• Experience managing multiple tasks with multiple deadlines.


• Willingness to become proficient in all levels of processing payments, deposits and hiring practices to provide support as needed for other team members.


• Detail oriented with excellent communication skills.


• Proficient in MS Office Suite systems.


• Ability to work well with diverse groups of students, staff, and faculty as necessary.


• Time management skills and ability to multi-task.

Other Requirements:

• Valid Driver's License upon employment.

Sponsorship eligibility:

Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship

How to Apply

Please submit the following documents:

• Resume


• Cover Letter

Screening of Applications Begins

Immediately and continues until position is filled.

Anticipated Hiring Pay Range

$16.83-$20.20 per hour