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Financial Services Assistant
DATE:   9/6/2012
JOB TITLE:   Financial Services Assistant
JOB STATUS:   FT
FLSA STATUS:   Non-Exempt
WORK LOCATION:   Alumni Hall
TITLE OF IMMEDIATE SUPERVISOR:   VP for Business Affairs
DEPARTMENT:   Business Affairs
SECTOR:   Business Affairs

SUMMARY:

Under general supervision, the Financial Services Assistant oversees office affairs, management of university credit cards, assists with payroll, accounts payable processing, furnishes central support to the Controller, Payroll and Accounts Payable offices.


ESSENTIAL DUTIES:

·         Deal with confidential information related to salaries, personal information and confidential university information;

·         Assist in the processing of the University payroll and serves as primary backup to the Payroll Administrator;

·         Administer university credit cards and employee expense reporting software, as well as training cardholders in the proper procedures;

·         Prepare confidential reports to the Board of Trustees, Building and Finance, Audit, Investment and Athletics committees;

·         Routinely assist Account Payable function and serves as backup when needed;

·         Perform reconciliation process for employee benefit premium payments;

·         Facilitate various committees related to administrative functions;

·         Exercise judgment in prioritization and execution of departmental duties;

·         Direct clients, record messages, screen calls and brief supervisor on pending operational issues;

·         Prepare for publication and monitor internal communications;

·         Update information on financial statistics and business data in the university’s automated system;

·         Coordinate special projects;

·         Daily contact with President, Vice Presidents, Director and university employees;

·         Other administrative duties and travel arrangements;

·         Maintain confidentiality of information (including but not limited to: student and employee personal information, student grades, etc.), both during and after their employment with the University.  Any question regarding the confidentiality of material, should be referred to the supervisor.  Any violation shall subject the employee to disciplinary action, up to and including termination of employment.

·      Answer telephones, take messages, schedule appointments and greet visitors;

·      Perform word processing, filing, copying, and faxing in support of the department;

·      Handle correspondence, produce reports (including graphs and charts, presentations, and record minutes of meetings;

·         Perform other duties as assigned.


GENERAL DESCRIPTION:

65%   Administer payroll system in conjunction with the Payroll Administrator, administer university credit card system, prepare confidential reports to the Board of Trustees and assist the accounts payable function and reconciles employee benefit premium payments;

25%   Execute administrative department operations; assist and direct business clients, review messages and record/refer calls, manage and moderate routine and non-routine problems; prioritize appointments for Vice President; schedule essential meetings, schedule meetings related to committees of the Board of Trustees;

10%    Communication with external contacts.


REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

1.   Strong working knowledge of computer programs such as Microsoft Word, Excel and Access. Ability to become proficient with Colleague and ADP software.

2.    Ability to work with confidential information

3.    Strong analytical skills and the ability to perform reconciliations

4.    Excellent interpersonal and communication skills.

5.    Ability to prioritize tasks, plan work and meet deadlines.

6.    Strong typing skills - excellent typing and accuracy.

7.    Ability to read and comprehend various forms, documentation, files and information in the department.

8.    Basic mathematical skills including addition, subtraction, multiplication and division to be able to verify accuracy of purchase order items and costs.

9.    Sufficient manual dexterity to handle various office machines including but not limited to: typewriter, calculator, transcribing equipment, copy and fax machines.

10. Ability to receive telephone calls, respond to inquiries and effectively communicate with others.


ERGONOMIC REQUIREMENTS:

The functions of the position usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a computer keyboard, computer software applications, calculator, cutting, labeling, and taping involve extensive wrist and hand movement. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.


QUALIFICATION STANDARDS:

Associate’s degree in accounting or business and three years of related experience, or a minimum of five years performing similar duties. 

Payroll experience preferred.

Demonstrated trustworthy experience in dealing with financial records and confidential information. 



Non Discrimination/Equal Employment Opportunity Statement Policy:

The University affirms its commitment to equal opportunity and non-discrimination and recognizes its responsibility to provide for all employees an environment that is free of discrimination and harassment based on gender, sexual orientation, race, color, creed, national origin, age, marital status, predisposed genetic disorder, Vietnam Era or disabled veteran status, disability or other category protected by law. The University also does not tolerate any actual or attempted reprisals or retaliation against an employee who raises a sincere and valid concern regarding harassment or discrimination. All such discrimination, harassment, and/or retaliation is, therefore, strictly prohibited. This policy protects and covers the conduct of all employees, without regard to job title or status. Anyone engaging in the above mentioned conduct is subject to disciplinary action up to and including discharge or termination of any other status.

Niagara University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply. A copy of the Student Right to Know Annual Security Report is available at: http://www.niagara.edu/safety
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