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Position Title:Records Assistant - CWA
Posting Number:1350
Department:Business Office
Type of Position:Full Time
Classification:Office Support
Duration of Position:12 Month
Union:CWA CL-3
Hourly Starting Rate:19.62
Work Schedule:M-F 8:30AM-5:00PM
Number of Hours Per Week:37.5
Number of Position Openings:1
Brief Summary:

The Records Assistant provides specialized support to the department or office by filling requests, verifying record status, managing data input, running reports, and completing various clerical tasks. Physical Effort & Work Environment:  The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects. Blackout dates/periods are last week in December and last week in June.

Duties and Responsibilities:

  • Verify vendor information and maintain vendor files.
  • Coordinate, review and process assigned vendor invoices.
  • Prior to payment, ensure invoice has been properly approved by the appropriate individual.  Also review to determine whether adequate purchase order funding is in place.
  • If purchase order funding is inadequate, follow-up with the Purchasing Department and the appropriate individual named on the purchase order to obtain required increase.
  • Review all vendor statements and ensure past due balances are reconciled and settled immediately.
  • Communicate with outside vendors; follow up as needed.
  • Manage files for all payments.
  • Process check disbursements.
  • Assist accounts payable co-workers with the verification and processing of IRS 1099 Forms which are mailed to vendors every January.
  • Ensure that all assigned deadlines are achieved.
  • Back up cashier for lunch hour, breaks and for time away from the office.
  • Possess basic knowledge of state and federal regulations as required by position.
  • Consistently demonstrate courtesy, professionalism, and strong customer service skills.
  • Perform other job-related duties as required.

Qualifications:

The ideal candidate will be a high school graduate, have 3-5 years of progressively responsible secretarial/clerical work or any combination of training, experience and education sufficient to indicate an ability to do the work. All candidates must also be able to demonstrate general computer proficiency with Microsoft Office Suite. Banking or cashiering and general accounting knowledge including bank reconciliation preferred.  Requisite Skills: • 7B-Intermediate Record and Data Processing
Consistently demonstrates ability to process routine forms and records quickly and accurately, using multiple programs, and investigate and resolve problems such as missing or inaccurate data. Consistently demonstrates attention to detail
• 9B-Intermediate Auditing & Data Reconciliation
Consistently demonstrates ability to audit accuracy of data and investigate discrepancies, as well as reconcile expense reports. Errors are located using developed attention to detail. Errors committed are of average severity, and overall risk to institution is concerning and may necessitate corrective action
• 12B-Intermediate Data Management (Software)
Effectively demonstrates intermediate knowledge of supported data management software used in department. Consistently demonstrates speed and accuracy and ability to operate data management software with no guidance
• 15B-Intermediate Interpersonal Communication
Consistently demonstrates courtesy, tact and professionalism, as well as sensitivity to the concerns or interests of others in conveying information. Demonstrates patience and the ability to handle difficult people
• 16A-Basic Judgment
Consistently demonstrates ability to reference operational procedures within department on routine matters and select suitable response with minimal guidance
• 18B-Intermediate Organizational Knowledge
Consistently demonstrates significant comprehensive knowledge of department and majority of the College
• 20B-Intermediate Regulatory Knowledge
Consistently demonstrates comprehensive knowledge of laws and government regulations and enforcement systems that apply to department’s operation

Required Applicant Documents:Resume, Cover Letter, References
Position Open Date:09/12/2018

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