Accounting/Data Entry Assistant
Job Title: Accounting/Data Entry Assistant
Classification: C4
Department: Facilities Services
Updated: February 2024
Job Summary
Provides administrative and clerical support for Facilities Services, in which discretion and judgment concerning the procedures to use or policies to follow is required.
Essential Functions
Facilities Services Assistant
- Provides clerical support for Assistant VP, AP, PSS and MGS staff. This includes typing, filing, copying, purchasing, file maintenance, and other clerical tasks for the division as assigned.
- Performs mathematical computations such as adding, subtracting, multiplying, dividing figures. Computer software may be used to perform computations.
- Processes project work chargebacks using WebTMA.
- Reviews and processes invoices, payment requests, supply requisitions and credit memos for accuracy and compliance with the accounting practices and policies of the university.
- Assists with data entry and recordkeeping functions in Workday and is responsible for the distribution of all invoices and obtaining proper supervisor approvals.
- Works directly with university vendors, suppliers, and contractors to resolve payment issues.
- Compiles data for standard and requested reports into logical format.
- Reviews and process budget transfer requests.
- Responsible for processing sensitive and confidential documents.
- Acts with a high degree of independence as a liaison with internal and external contacts.
- Compiles Motor Pool chargeback reports for vehicle and fuel usage.
- Responsible for the Facilities Services expense card and the internal monthly audits for all AP and MGS expense cards in accordance with university policy.
- Prepares training materials for Facilities Services staff related to new systems, requirements, or business processes.
- Processes and tracks insurance claim documentation for Facilities Services.
- Provides support for budget monitoring, reporting, purchasing and office supply management.
- Assist with compiling data for the Michigan Air Emissions Reporting System (MAERS).
- Other related duties as assigned.
Energy Management Assistant
- Provides administrative support for the Engineer & Energy Management office such as data entry and filing.
- Maintains energy related data and records.
- Maintains and analyzes energy budget records by performing bookkeeping related duties such as reconciling, monitoring, and tracking expenditures.
- Compiles, manages, and tracks utility costs and usage for electric, gas, steam, and water for all university facilities: Allendale, Grand Rapids and Regional campuses.
- Assists with monitoring and tracking energy consumption via meter reads collected university wide.
- Analyzes and prepares reports based on energy consumption, cost and weather impact for facility comparisons requiring tabulation and manipulation of current and historical utility data.
- Tracks savings from energy efficiency measures.
- Compiles data and prepares monthly utility chargeback reports for Auxiliary accounts.
- Compiles, prepares, and submits monthly utility budget projection reports and assist with analysis of the data for review by the Budget & Finance Office.
- Completes the EPA Energy Star Portfolio Manager tool to measure and track energy consumption for various university buildings.
- Hires, trains, and supervises student employees for the Engineer & Energy Management office.
- Other related duties as assigned.
Non-Essential Functions
- Assist with backup of Customer Service.
- Clerical support for department supervisors and project managers.
- Assist with special projects.
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
Not Applicable.
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.