Administrative Aide

Michigan Technological University•Houghton, MI

6d•Onsite

About The Position

The Administrative Aide is a member of the Financial Services & Operations team responsible for processing and auditing travel-related financial transactions and reimbursements. This position supports faculty, staff, and students by providing guidance on Concur travel management software, reviewing and approving business meal reports, moving and house-hunting reimbursements, cash advances, and petty cash requests. Additional responsibilities include managing departmental travel email accounts, processing payments through Banner, including checks, invoices, and ACH transactions, and maintaining electronic records through Perceptive Content by routing, scanning, and indexing financial documentation. The Administrative Aide ensures compliance with university policies and federal regulations while delivering responsive customer service and administrative support.

Requirements

High school diploma or equivalent
Three years experience in clerical or administrative support experience.
Three years experience in a customer service setting
Three years experience using personal computers and basic software packages, such as Microsoft Office Suite and Google Suite.
Excellent interpersonal, customer service, and written/oral communication skills.
Demonstrated ability to work independently and effectively with frequent interruptions.
Demonstrated knowledge of proper grammar, spelling, and punctuation.
Demonstrated ability to explain and convey complex information.
Demonstrated ability to take the initiative to solve problems.
Demonstrated ability to organize and prioritize work assignments independently in a complex work environment.
Demonstrated ability to work with accuracy and attention to detail.
Demonstrated ability to use judgment and discretions when dealing with highly confidential information.
Demonstrated ability to work well with others, as a member of a team.
Demonstrated ability to learn new software and computer-based applications.
Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
Demonstrated commitment to contribute to a safe work environment.
Demonstrated ability and commitment to engage in continuous improvement practices.

Nice To Haves

Experience and/or coursework in bookkeeping and/or accounting
Experience using advanced features of spreadsheet applications (e.g., Excel) such as utilizing columns or tables, sorting, formulas
Demonstrated experience using Banner and Perceptive Content
Experience using Concur Expense software
Demonstrated success in, or potential future contributions to, working with persons with a wide variety of backgrounds and viewpoints.

Responsibilities

Provide professional, courteous, and responsive customer service to a diverse population of internal and external customers.
Acquire and maintain knowledge of university travel policies, procedures, and applicable regulations.
Develop and maintain operational proficiency in the university travel management system, SAP Concur.
Provide support for new users of the SAP Concur system.
Independently review, audit, and process the following for compliance with university policies and federal regulations: Travel expense reimbursement requests, Moving and house-hunting expense reports, Business meal reports, Petty cash replenishment requests.
Prepare and process journal entries within the Ellucian Banner system.
Oversee the taxable travel process, including running and analyzing WebFOCUS reports and processing taxable journal entries.
Independently prepare and communicate responses to customers regarding travel and accounts payable inquiries.
Initiate and process direct deposit and check payments.
Manage weekly Accounts Payable check runs, including initiating processes, sorting checks, preparing mailings, and distributing checks.
Monitor Concur and Travel inboxes and provide guidance and support for emailed inquiries.
Monitor the Invoice Mailer email account, including downloading invoices and routing documents through Perceptive Content for processing.
Manage and record approved international travel requests in accordance with university procedures and compliance requirements.
Process monthly interfaces for departmental charges.
Serve as backup support for processing Michigan Tech Fund (MTF) checks and check runs.
Sort and distribute departmental mail as needed.
Utilize the Ellucian Banner system to process invoices, including blanket orders and check requests.
Utilize Perceptive Content to scan, link, route, approve, and attach supporting documentation.
Utilize WebFOCUS and Ellucian Banner to generate financial reports and export data into spreadsheets for analysis and reporting.
Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
Apply safety-related knowledge, skills, and practices to everyday work.
Other duties as assigned.