Administrative Associate II

Job Title

Administrative Associate II

Agency

Texas A&M Transportation Institute

Department

Tti Business Office

Proposed Minimum Salary

Commensurate

Job Location

Bryan, Texas

Job Type

Staff

Job Description

This is an hourly paid position with the salary ranging from $21,462K - $39,858K annually. Final salary will be determined based on the applicant's experience and qualifications.

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Job Summary:

The Administrative Associate II performs reception services and routine clerical support to Financial Services (FNS) and Research Contracts Management (RCM).  Continuation in this position is contingent upon availability of funding derived from research program or specific projects.

Essential Duties:

• RCM Sponsor Billings Support:  Prepare weekly reports of Concur payment card activity, Concur travel activity, and AggieBuy activity for Project Administrators’ project invoicing.  Compile invoices including all backup to support TTI’s sponsor billing process.  Upload invoices to Maestro.  36%

• Treasury:  Log incoming checks and cash from departments, employees, and customers.  Log credit card payments received from TTI Payment website, review payments for accuracy, and reconcile the entries in the WordPress website platform to FAMIS.  Coordinate, monitor, and backup the student workers’ daily review of the TTI Daily Voucher Review file.  21%

• FNS & RCM Support:  Perform all departmental mail services for FNS and RCM.  Answer/route calls and greet visitors.  Order office supplies and maintain supply room inventory. Schedule meetings, track deadlines, assist in planning and coordination of special events/activities.  Monitor employee termination checklists to ensure all FNS steps are completed timely.  Process invoices in AggieBuy for services rendered to institute by TAMU, TEES, and other entities.  Allocate departmental payment card expenses in Concur.  Serve as the backup USAS Security Coordinator and a backup for Payroll Cost Transfers (PCTs).  Compile, print, and assemble TTI’s Legislative Appropriation Request and yearly operating budget.  19%

• Monthly Account Verifications:  Perform monthly verification for all FNS and RCM accounts. Serve as primary contact to support staff for departmental account verifications questions and trainings. Review and recommend procedure and MyTTI updates for this and other areas of responsibility to ensure accuracy, relevancy, and completeness of the TTI Intranet. 16%

• Cashbook Vouchers & Credit Card Refunds:  Create vouchers for check refund requests, maintain records of refunds, and answer subsequent processing inquires. Create and route credit card refund requests through DocuSign for approval and processing. 5%

• Direct Deposit Enrollments:  Periodically review list of employees and vendors paid by check and solicit ACH/direct deposit enrollment.  Coordinate FNS effort to track responses and successful enrollments.  2%

• Perform other duties as assigned. 1%

Required Education and Experience:

• High school diploma or equivalent combination of education and experience.

• 2 years related work experience in general office or clerical.

Knowledge, Skills and Abilities:

• MS Office suite of programs, especially Word and Excel, and basic office equipment.

• Ability to multi-task and work cooperatively with others.

• Strong organizational skills.

• Strong customer service skills.

Preferred Qualifications:

• 5 years related work experience.

• TAMU experience with spreadsheet, internet, hypertext experience

• Detail-oriented, organized, excellent communication skills.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.

Job Title

Administrative Associate II

Agency

Texas A&M Transportation Institute

Department

Tti Business Office

Proposed Minimum Salary

Commensurate

Job Location

Bryan, Texas

Job Type

Staff

Job Description

This is an hourly paid position with the salary ranging from $21,462K - $39,858K annually. Final salary will be determined based on the applicant's experience and qualifications.

*************************************************************

Job Summary:

The Administrative Associate II performs reception services and routine clerical support to Financial Services (FNS) and Research Contracts Management (RCM).  Continuation in this position is contingent upon availability of funding derived from research program or specific projects.

Essential Duties:

• RCM Sponsor Billings Support:  Prepare weekly reports of Concur payment card activity, Concur travel activity, and AggieBuy activity for Project Administrators’ project invoicing.  Compile invoices including all backup to support TTI’s sponsor billing process.  Upload invoices to Maestro.  36%

• Treasury:  Log incoming checks and cash from departments, employees, and customers.  Log credit card payments received from TTI Payment website, review payments for accuracy, and reconcile the entries in the WordPress website platform to FAMIS.  Coordinate, monitor, and backup the student workers’ daily review of the TTI Daily Voucher Review file.  21%

• FNS & RCM Support:  Perform all departmental mail services for FNS and RCM.  Answer/route calls and greet visitors.  Order office supplies and maintain supply room inventory. Schedule meetings, track deadlines, assist in planning and coordination of special events/activities.  Monitor employee termination checklists to ensure all FNS steps are completed timely.  Process invoices in AggieBuy for services rendered to institute by TAMU, TEES, and other entities.  Allocate departmental payment card expenses in Concur.  Serve as the backup USAS Security Coordinator and a backup for Payroll Cost Transfers (PCTs).  Compile, print, and assemble TTI’s Legislative Appropriation Request and yearly operating budget.  19%

• Monthly Account Verifications:  Perform monthly verification for all FNS and RCM accounts. Serve as primary contact to support staff for departmental account verifications questions and trainings. Review and recommend procedure and MyTTI updates for this and other areas of responsibility to ensure accuracy, relevancy, and completeness of the TTI Intranet. 16%

• Cashbook Vouchers & Credit Card Refunds:  Create vouchers for check refund requests, maintain records of refunds, and answer subsequent processing inquires. Create and route credit card refund requests through DocuSign for approval and processing. 5%

• Direct Deposit Enrollments:  Periodically review list of employees and vendors paid by check and solicit ACH/direct deposit enrollment.  Coordinate FNS effort to track responses and successful enrollments.  2%

• Perform other duties as assigned. 1%

Required Education and Experience:

• High school diploma or equivalent combination of education and experience.

• 2 years related work experience in general office or clerical.

Knowledge, Skills and Abilities:

• MS Office suite of programs, especially Word and Excel, and basic office equipment.

• Ability to multi-task and work cooperatively with others.

• Strong organizational skills.

• Strong customer service skills.

Preferred Qualifications:

• 5 years related work experience.

• TAMU experience with spreadsheet, internet, hypertext experience

• Detail-oriented, organized, excellent communication skills.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.