Administrative Support Associate

This position is responsible for the training of students and serving as a resource to staff on cashiering functions, all functionality of the Aggie OneCard, and all office protocols, as well as the the day-to-day activities to ensure accounting functions run accurately and effectively. Responsibilities include establishing financial status by developing and implementing processes for collecting, analyzing, verifying and reporting information. This position will work closely with the department financial team. Must be able to assist OneCard during special events

• Athletic and campus events.

Primary Function of Organizational Unit

The Mission of the Aggie OneCard office is to provide a universal card used for

identification, library use, meal card, debit account, door access, etc. This office is the primary location and contact for all users of the Aggie OneCard; these users include, but are not limited to faculty, staff, students, parents, deans, department heads and others. The office will strive to educate cardholders about services and options available via the OneCard and assist patrons in card usage. The Aggie OneCard Office will also serve the campus community as a resource for general university information.

Work Hours 8 - 5 M to F -but can vary to include evenings/weekends in response to needs of the needs of the office Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies.

Key Responsibilities and Related Competencies

Required Competency Work Coordination Duties

1.Assists with the daily functions of the office, ensuring productivity and quality of output.

2.Assigns job duties to students as needed.

3.Manages student schedules and attendance.

4.Trains students and new staff on procedures.

5.Coordinates and organizes the various activities/projects both internal and external to the office.

6.Completes projects with limited supervision.

7.Serve as resource to other University departments and outside agencies; provide information and assist with resolution of problems.

8.Perform other duties as assigned.

Required Competency Information/Records Administration Duties

1.Maintain the daily operations of the accounting activities including month and end-year process, accounts payable/receivable, treasury deposits and cash receipts, general ledger and statements, cash flow forecasting, revenue and expenditure variance analysis, account statement reconciliations, debt activity.

2.Monitor and analyze accounting data and produce financial reports or statements.

3.Coordinate and complete annual audits.

4.Meet financial accounting objectives and deadlines.

5.Establish and maintain fiscal files and records to document transactions.

6.Resolve billing issues with vendors.

7.Balance and reconcile accounts, prepare reports, collect and maintain detailed records. Review and update information in accounting systems, perform analyses and verify data for accuracy and completeness.

8.Perform basic data entry and the creation of purchase orders.

9.Responsible for the ordering of office supplies and equipment as needed.

10. Assists in the preparation of department budgets.

11. Responsible for making daily deposits per university guidelines.

Required Competency Program Knowledge Duties

1.Competency in MS Office and accounting software.

2.Data entry and word processing skills.

3.Set up, use and maintain spreadsheet applications.

4.Ability to manipulate large amounts of data.

5.Ability to perform filing and record keeping tasks.

6.Basic accounting practices and procedures.

7.Prepare and process invoices, requisitions, and other University accounting forms.

8.Attend and participate in trainings and other professional development activity.

9.Maintain current knowledge and assure implementation of university policies and procedures as well as cash/credit transactions are handled per university guidelines.

Required Competency Communication

• Verbal/Written Duties

Frequent interaction either via telephone or a face to face conversation with various patrons, from young adults, to students, patrons, guardians, faculty and staff.

Create professional documents with detailed information.

Frequent correspondence to patron inquiries with a clear context, precise and direct to the point.

Assists supervisor with the recruitment of new student staff as needed.

Responsible for coordinating regular meetings with students supporting the office.

Position must be comfortable being the spokesman to provide informational presentations on OneCard operations and procedures.