Procurement & Accounting Administrative Specialist

Campus Dining and Shops at UB; Buffalo (NY); On-site; USD 22,000 - 28,000; Full time

Job summary

Campus Dining and Shops at UB in Buffalo, NY is seeking an Administrative Assistant to provide day-to-day support to procurement and accounting. You will process invoices, code GL entries, and enter data into the food service management system and spreadsheets.

The role supports annual financial statements and reporting while coordinating with multiple departments. Typical hours are 8:00 am–4:30 pm, with occasional overtime during peak periods.

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 order for office supplies from accounting weekly. Responsible for organization of the order upon arrival and distribution.
• Receives and tracks invoices from individual cost centers.
• Inputs or marks general ledger codes on 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 frequently with various accounting employees and departments to ensure invoices are received and processed 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

Data entry

Excel

Communication skills

Attention to detail

Teamwork

Education

High School Degree or higher

Tools

Accounting software

Food service management system

Profit and loss spreadsheets

Job description

Campus Dining and Shops at UB in Buffalo, NY is seeking an Administrative Assistant to provide day-to-day support to procurement and accounting. You will process invoices, code GL entries, and enter data into the food service management system and spreadsheets.

The role supports annual financial statements and reporting while coordinating with multiple departments. Typical hours are 8:00 am–4:30 pm, with occasional overtime during peak periods.