Administrative Support Specialist - Journey

Job Title Administrative Support Specialist- Journey Position Number 901041 Vacancy Open to All Candidates Time-Limited No Department Homepage https://financialservices.ecu.edu/accounts-payable-2/ Advertising Department ACCOUNTS PAYABLE Division Administration & Finance Classification Title 10422 Admin Support Specialist Competency Level 2- Journey Working Title Administrative Support Specialist- Journey Number of Vacancies 1 Full Time Equivalent (FTE) 1.0 Full Time or Part Time Full Time Recruitment Range $34,602 - $49,406 Anticipated Hiring Range $36,000 - $39,650 Salary Grade Equivalency GN06 Work Schedule Monday-Friday Work Hours 8:00am- 5:00pm Position Location (City) Greenville Job Category Staff- Office/Clerical Organizational Unit Overview

The Division of Administration and Finance is ultimately responsible for all financial and administrative activities of East Carolina University and its affiliated Foundations. The Division consists of Financial Services, Campus Operations, Information Technology and Computing Services, People Operations, Success and Opportunity, Environmental Health and Campus Safety, Auxiliary Services and various support activities related to the ECU affiliated Foundations. The Division is led by the Vice Chancellor of Administration & Finance. The Vice Chancellor is responsible for oversight of the policies, personnel, budgets, and administrative activities of all operations at East Carolina University and its affiliated Foundations. This division is a service provider in support of academic, research, and outreach missions of the University. Within the Division, Financial Services is responsible for financial activities of East Carolina University and its affiliated Foundations. The mission of Financial Services is: To provide for the financial needs of the University and its Foundations in a customer-oriented, friendly environment while assuring the proper stewardship of all fiscal resources.

Job Duties

This position serves under the general direction of the Travel & Expense Reimbursement Supervisor and functions as the Admin Support Specialist for all travel & expense reimbursement processing. The Administrative Support Specialist will be cross trained in accounts payable and ProCard processes and will support either area when deemed necessary by the supervisors. Customer Service is a top priority for this position. This position will interact timely and courteously with all customers and will set priorities and work independently.

Travel and Employee Reimbursement:

This position utilizes Chrome River (Travel and Employee Expense Reimbursement system) to review and approve travel, ProCard and other employee reimbursement expense reports in accordance with University policies, and serves a primary point of contact for providing guidance to the campus community on travel and ProCard policies & procedures. This position is responsible for the daily operations of reviewing, approving, and processing various employee, student, candidate, and individual contractor travel & reimbursement reports. This includes reconciling backup documentation to ProCard & reimbursement requests and collaborating with both individuals & departments to resolve issues related to the supporting documentation.

Accounts Payable:

This position utilizes Banner (Enterprise Resource Planning system), PORT (Purchase Order system), Greenphire (research participant payment system), and Xtender (record retention system) systems to process accounts payable payment transactions. Job duties include processing direct payments, purchase order payments, standing order payments, e-invoices, contractual service payment requests, and honorariums. This position is also responsible for identifying potential foreign national tax liabilities and analyzing potential state tax withholding liabilities, as well as computing discounts and collaborating with vendors and departments to resolve issues with invoices. Additionally, this position works with ECU's Department of Materials Management on purchase order issues and retrieving information from PORT, as well as with various departmental research coordinators on setting up profiles within Greenphire.

This position applies knowledge of various Federal, State, and University regulations to complete job responsibilities. This position works cooperatively and interactively with University staff in Accounting Services, Budget and Athletics Fiscal Affairs, the Office of Research Administration, Systems Coordination, ITCS, Health Sciences, and the various customers of the University's divisions and foundations.

Minimum Education/Experience

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

License or Certification required by statute or regulation

None

Preferred Experience, Skills, Training/Education

Microsoft Office proficiency (particularly Outlook, Excel, and Word). Strong customer service, communication (verbal and written), analytical, and technical skills are preferred, as is prior travel/reimbursement system experience and experience with an advanced ERP system. The ability to multi-task, set priorities and work independently is desirable.

License or Certification required by the Department

None

Special Instructions to Applicant

• Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write 'see resume' on your application when completing the job duties section.
• If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).
• Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.
• Applicants must be currently authorized to work in the United States on a full-time basis.

Job Open Date 09/26/2024 Job Close Date- Positions will be posted until 11:59 p.m. EST on this date; If no closing date is indicated, the position will be posted until filled and may close at any time after the recruitment has been completed. 10/07/2024 Open Until Filled No Quick Link for Direct Access to Posting https://ecu.peopleadmin.com/postings/73061 Alternate option

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on budget, UNC salary administration, and/or candidate qualifications.

AA/EOE

East Carolina University is an equal opportunity and affirmative action employer who is committed to workforce success and cultivating a culture of care, belonging and opportunity for our faculty, staff and learners and all stakeholders. All qualified applicants will receive consideration for employment without regard to their race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, or veteran status.

Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act (ADAAA) should contact the ADA Coordinator at (252) 737-1018 (Voice/TTY) or ADA-Coordinator@ecu.edu.

Eligibility for Employment

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S.

Department for People Operations, Success, and Opportunity

If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.