Office Specialist 2

Oregon State University


Job Brief

We have a vacancy of Office Specialist 2 in our company, Oregon State University. This vacancy is based in Corvallis OR 97331. Please go through the job detail mentioned below.

Position Title: Office Specialist 2
Company: Oregon State University
Work Type: Full Time
City of work: Corvallis OR 97331
Salary: Full-time
URL Expiry: 2023-01-04
Posted on: jobsintelecom.net

Job Detail

This recruitment will be used to fill one full-time Office Specialist 2 position for the Department of Athletics at Oregon State University (
OSU
).

The mission of the OSU Department of Athletics is to Go Build Excellent, Authentic, Visionary Student-Athletes (GO B.E.A.V.S.).

This position is the first point of contact for Athletic Business Office customers and provides a variety of administrative support duties to the Athletic Business Office. The purpose of this position is to be the main front desk contact in the Athletic Business office, and to provide back-up duties for the other staff members within the Business Office. This position is also the main cash handler and responsible for the daily deposit from athletic activities.

Position Duties

35%
ACCOUNTS

PAYABLE

Assists in processing invoices and billing as assigned, including but not limited to Levy, Beaver Store, Telecom and Printing and Mailing. Prepares invoices for approval (verifying accuracy, applying proper accounting and obtaining appropriate approvals) then forwarding to the Business Center for inputting.

25%
DEPOSITS
Prepare cash receipts for all deposits to the Athletic Department with correct accounting codes. Balance daily Athletic Department receipts of cash, checks and credit cards and complete bank deposit slip. Prepare Ticket Office income for deposit to bank. Verify daily ticket sales reports and balance batch totals. Reconcile cash, checks, and credit cards to batch totals and complete bank deposit slips. Report all deposit information to OSU Cashier’s Office on a daily basis. Prepare deposit information for armored car carrier. Deposits are done daily. Responsible for deposits to the OSU Foundation for donations made to the Athletic Department.

15%
CONTRACT

LIAISON

Acts as the lead (point person) for all Personal Service Contracts. Negotiates with involved parties (ie. Athletics Staff, Procurement Contracts & Materials Management (PCMM), to resolve problems and gain compliance in order to execute contractual agreements. Acts independently as the Communication Liaison between all parties involved, including, but not limited to, working with AABC & PCMM to obtain correct signatures, track the receivables, and reconcile monthly. Will assist facilities with rental contracts and payment reconciliation of those rental agreements. Also serves as the main contract contact for any other athletically related contracts which can include travel, and other services.

10%
FRONT

DESK
Utilizing professional and friendly customer service skills, this position serves as first point of contact for callers/customers to the Athletic Business Office. Receives information regarding the nature of the call/visit and assesses the needs of the customer. Greets and directs visitors. Applies attentive and active listening to accurately assess customer’s needs. Provides administrative support, including fulfilling special requests from staff. Receives incoming mail and prepares for distribution. Date stamps, determines recipient, and distributes mail to recipient’s mailbox. Organizes and maintains administrative filing systems. Assesses storage space of filed documents. Retains filed documents as required by OSU archival policies. Prepares and arranges secure disposal and shredding of archived documents with Campus Recycling. Orders office supplies. Verifies order accuracy and distributes items to appropriate staff. Stores office supplies in designated area. Keeps supply cabinets and storage spaces neat.

10%
TICKET

SALES
/
JOURNAL

VOUCHERS
Reconciling of monthly ticket sales reports and processing of journal vouchers.

5%
OTHER

DUTIES
Xerox Readings as requested and other duties as assigned by supervisor

Minimum Qualifications

Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate’s degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience. College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.

Additional Required Qualifications

  • An ability to recommend and initiate process improvements.

  • Experience working with students, OSU faculty/staff, and outside vendors.
  • Familiarity with OSU policies and procedures around cash receipts and deposits.
  • A demonstrable commitment to promoting and enhancing diversity.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per
OSU
Standard 576-055-0000 et seq. Incumbents are required to self-report convictions.

Preferred (Special) Qualifications

  • Previous experience with accounts payable/ accounts receivable

  • One year of experience in Athletics.

Working Conditions / Work Schedule

.

This position is deemed essential and the incumbent be expected to report to work during inclement weather, emergency and other University work curtailments or closures. No This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. Yes

Posting Detail Information
Posting Number
P03869CT
Number of Vacancies
1
Anticipated Appointment Begin Date
12/15/2022
Anticipated Appointment End Date
Posting Date
11/14/2022
Full Consideration Date
Closing Date
11/30/2022
Indicate how you intend to recruit for this search
Competitive / External – open to ALL qualified applicants
Special Instructions to Applicants
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. Posting specific question responses, transcripts, etc.
Your profile
MUST
clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for classified staff positions.

You will also be required to answer two supplemental questions in the application process regarding your IAWP status. An Individual Associate with a Prospect (IAWP) is any person who maintains (or directs others to maintain) contact with a Prospective Student-Athlete (PSA), the PSA’s relatives or legal guardians, or coaches at any point during the PSA’s participation in Football or Basketball, and whose contact is directly or indirectly related to either the PSA’s athletic skills and abilities or the PSA’s recruitment by or enrollment in an NCAA institution. This definition includes, but is not limited to, parents, legal guardians, handlers, personal trainers, mentors and coaches. Coaches or employees at collegiate institutions also be considered IAWPs for PSAs that they recruit. Answers to the questions must be truthful. False or misleading answers could result in termination or disqualification from eligibility for any employment at Oregon State University.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact: Carrie Harding at [email protected]

OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs have additional criminal history checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.

Direct Apply

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