Administrative Assistant AS9903

Oklahoma State University•Stillwater, OK

13d•Onsite

About The Position

This position provides administrative support for the Payroll Services department and represents the department to campus constituents. It provides customer service to departments, employees, and administrative staff by prioritizing and triaging incoming communications, determining appropriate routing and response strategies, and preparing written responses to payroll-related requests. The role manages confidential employee and compensation data in compliance with data privacy, retention, and audit standards; mails paychecks; and distributes reissued W-2 forms. It also supports fiscal management by monitoring the available budget, assisting with the fiscal-year budget process, purchasing needed items and services, ensuring invoices are paid promptly, submitting copier counts, and responding to information requests. The position assists with hiring for Payroll Services as needed and trains new staff on payroll policies, best practices, and internal processes as assigned. It requires maintaining basic knowledge of OSU payroll policies and procedures and other policies related to the position’s duties.

Requirements

High school diploma or GED; degree must be conferred on or before the agreed-upon start date.
Five years of related experience; post-secondary education may substitute for years of required experience.
Understanding of and proficiency in customer service.
Excellent communication skills.
Good interpersonal skills when working with others.
Ability to maintain strict confidentiality.
Good problem-solving, research, and public relations skills.
Aptitude for using various computer applications.
Team-oriented approach to carrying out tasks.
Ability to cope with stress in a positive manner.
Good keyboarding and typing skills.
Strong attention to detail.
Flexibility to handle multiple priorities with poise and professionalism.
Proficiency in MS Office software.

Nice To Haves

Vocational or technical computer and/or clerical training.
Banner HR and/or Banner Finance experience.

Responsibilities

Provide administrative support to Payroll Services and represent the department to campus constituents.
Provide customer service to departments, employees, and administrative staff.
Prioritize and triage incoming communications and determine appropriate routing and response strategies.
Prepare written responses to payroll-related requests.
Manage confidential employee and compensation data in accordance with data privacy, retention, and audit standards.
Mail paychecks and distribute reissued W-2 forms.
Monitor the department’s available budget and assist with the fiscal-year budget process.
Purchase items and services needed for efficient department operations.
Ensure invoices are paid promptly and submit copier counts.
Respond to requests for information.
Assist with hiring for Payroll Services as needed.
Train new staff on payroll policies, best practices, and internal processes as assigned.
Maintain basic knowledge of OSU payroll policies and procedures and other policies relevant to the position.