Office & Admin Special Interme

St. Cloud State University-posted about 1 year ago

$42,536 - $56,410/Yr

Full-time • Entry Level

Saint Cloud, MN

Educational Services

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The Office & Admin Specialist Intermediate position at St. Cloud State University is designed to provide comprehensive administrative support to the Precision Driving Center and its Program Directors. This role is crucial for the coordination of various programs, including the Driver Discount Program and behind-the-wheel training, which serve over 50,000 users annually. The position requires meticulous record-keeping, financial management, and effective communication to ensure smooth operations without direct supervision.

Serve as the administrative assistant to the Director, Administrative Director, and Program Directors, ensuring efficient operation of the PDC office.
Act as the primary contact for course registrations via phone and website.
Manage enrollment data entry, providing customer service, and supporting workflow coordination within the office.
Facilitate financial tasks, including maintaining accurate purchasing card records and assisting with contract tracking.
Perform data entry and prepare routine reports for clear accounting records.
Coordinate payments and invoices for contractors and vendors, ensuring compliance with Minnesota State procedures.
Conduct light auditing of purchase order balances and support third-party vendor operations as required.
Monitor phone lines and provide accurate information to clients.
Register clients for programs, prepare confirmations, billings, and reminders.
Process printing requests and assist with officer certification records submission.
Maintain accurate mailing lists and design mass mailings for advertising classes.
Assist in organizing and maintaining budgets for the Precision Driving Center.
Organize and maintain an efficient filing system for easy document retrieval.
Create requisitions and purchase orders in Workday, and monitor purchase orders for various training locations.
Pay qualified invoices and reconcile monthly records.
Assist with reconciling class packets and maintaining records of fees collected by contractors.
Prepare, receipt, and deposit income for PDC accounts, managing invoices/payments for contractors and vendors.
Produce letters, memos, and emails from oral and written communication.
Order office supplies and assist in the growth and development of the PDC.

Ability to work independently, multi-task, and prioritize workload under minimal supervision.
Willingness to engage in continuous improvement and work as part of a team.
Proficient in email communication, including mail merge for accurate information dissemination.
Excellent customer service skills for effective communication and problem-solving.
Strong verbal and written communication skills, including phone communication.
Experience using Microsoft Office Suite for document creation and report generation.
Math and bookkeeping skills for managing departmental budgets and procurement.

Associates degree in Business Management, Accounting, or related field, or equivalent experience in an office support role.
Professional work experience in Higher Education or familiarity with SCSU and/or PDC.
Strong attention to detail and organizational skills for managing multiple tasks.
Experience handling accounts receivable/payable and basic bookkeeping.
Familiarity with budgeting processes related to purchasing and procurement.
Experience using CRM software for customer record management.
Adaptability and flexibility in a dynamic work environment.

Competitive salary range of $20.45-$27.12/hr
Opportunities for professional development and training
Supportive work environment that values diversity and inclusion

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