Administrative Assistant Contacts & A/R

Brockport Auxiliary Service Corp•Village of Brockport, NY

11d•Onsite

About The Position

Position Summary: Performs a variety of administrative and clerical tasks, primarily supporting Contracts/Accounts Receivable. This role will assist in the efficient and smooth day-to-day operation of Contracts and Accounting and provide additional support in the office as needed. Essential Functions: Contract Administration Generates confirmations and contracts for internal and external customers of Garnishes Catering and the Business Office. Obtains customer information and required forms/permits including revocable permits, liability insurance, and tax-exempt forms. Works with the Executive Administrative Assistant to obtain Liquor Licenses, if required. Obtains authorized signatures and account numbers on Confirmations and Contracts. Works with the Business Office to obtain ISO/SKU numbers to create meal tickets and coupon cards for contracts, if necessary. Creates and orders coupons and tickets for contracts. If necessary. Works with Business Office to add funds to student and faculty/ staff accounts, if necessary. Accounts Receivable Collects deposits and final payments from external customers. Reviews and updates Confirmations and Contracts to ensure accuracy and completeness prior to invoicing, resolving any discrepancies. Generates final invoices in EMS for Garnishes Catering. Reconciles EMS confirmations monthly, ensuring all confirmations have been invoiced. Prepares deposits for the Business Office and event ticket sales, if necessary. Customer Service/Administrative Support Serves as a backup for the Business Office - providing outstanding customer service, responding to fax, phone, email and google form inquiries. Provides customer assistance for catering requests. Assists in the updating of menus and information in EMS. Works closely with and provides support to various BASC departments including the Business Office, Administration, and Catering. Utilizes technology including Atrium, EMS, and Banner. Follows all BASC policies and procedures, including safety policies. Promotes a culture of safety across the organization. Additional duties as required or requested.

Requirements

High School Diploma/GED
1-3 years office experience including customer service experience
Knowledge of and ability to use a computer and required computer systems. Must be adept in the use of Microsoft Office Suite applications. Experience with Gmail, Atrium, EMS and Banner preferred.
Demonstrated ability to communicate effectively with others both orally and in writing in English.
Basic math skills, accuracy, and attention to detail.
Excellent interpersonal and customer service skills.
Ability to lift, move and/or maneuver up to 20 lbs. on an occasional basis.
Good visual acuity for reading reports, computer work, etc.
Ability to move around the campus as necessary

Nice To Haves

human resources experience
AAS Degree may substitute for 2 years of experience.
Experience with Gmail, Atrium, EMS and Banner

Responsibilities

Generates confirmations and contracts for internal and external customers
Obtains customer information and required forms/permits
Works with the Executive Administrative Assistant to obtain Liquor Licenses, if required.
Obtains authorized signatures and account numbers on Confirmations and Contracts.
Works with the Business Office to obtain ISO/SKU numbers to create meal tickets and coupon cards for contracts, if necessary.
Creates and orders coupons and tickets for contracts. If necessary.
Works with Business Office to add funds to student and faculty/ staff accounts, if necessary.
Collects deposits and final payments from external customers.
Reviews and updates Confirmations and Contracts to ensure accuracy and completeness prior to invoicing, resolving any discrepancies.
Generates final invoices in EMS for Garnishes Catering.
Reconciles EMS confirmations monthly, ensuring all confirmations have been invoiced.
Prepares deposits for the Business Office and event ticket sales, if necessary.
Serves as a backup for the Business Office - providing outstanding customer service, responding to fax, phone, email and google form inquiries.
Provides customer assistance for catering requests.
Assists in the updating of menus and information in EMS.
Works closely with and provides support to various BASC departments including the Business Office, Administration, and Catering.
Utilizes technology including Atrium, EMS, and Banner.
Follows all BASC policies and procedures, including safety policies. Promotes a culture of safety across the organization.
Additional duties as required or requested.