Administrative Assistant III, Finance and Business Services

Arkansas, United States
Salary Not Specified
Feb 05, 2021
Employment Level
Employment Type
Full Time

Posting Details

Posting Number C00101P Quick Link for Position Working Title Administrative Assistant III, Finance and Business Services Position Number 21-20-0047 Department Finance, Payroll, and Accounting About the University

For more than 6,000 students each semester, the University of Arkansas – Fort Smith offers a dynamic and diverse learning community with a student-centered approach focused on the success of the individual. Small class sizes combine with innovative, hands-on learning and research experiences alongside expert faculty to ensure students receive a future-focused education at the most affordable tuition rate in the state. The University has undergone significant changes since its founding in 1928 and now offers 51 bachelor’s and associate degrees, two master’s degrees, and 36 certificate programs, all aimed at preparing students for success in the global workforce. UAFS is one of 21 academic institutions and affiliates governed by the University of Arkansas System.

The second-largest city in the state, Fort Smith is located on the Arkansas-Oklahoma border in the heart of the Arkansas River Valley. Established in 1817 as a frontier military post, Fort Smith is now a vibrant and growing city featuring a variety of cultural activities and entertainment options, including a thriving downtown arts and entertainment district. Outdoor enthusiasts will appreciate the Natural State’s plentiful trails, mountains, forests, parks, and waterways, both within the city limits and throughout the surrounding area. The city is also within easy driving distance of Tulsa, Kansas City, Dallas, Oklahoma City, Little Rock, and Memphis.

The UAFS campus is comprised of 77 buildings and facilities located on 170 beautifully-manicured acres and crowned with the Donald W. Reynolds Campus Plaza, Tower, and Campus Green. Students who choose to live on campus may do so in one of two residence hall complexes, complete with a full-service dining center, or the on-campus apartment complex for married students and upperclassmen. Campus involvement is encouraged by participation in more than 100 registered student organizations, which includes academic societies, a dynamic Greek life system, intramural sports, and cultural/special interest groups. The UAFS Lions compete in the NCAA Division II Lonestar Conference in men’s baseball, women’s volleyball, and men’s and women’s basketball, golf, cross country, and tennis.

About the College / Department Position Summary

The Administrative Specialist is primarily responsible for providing administrative and clerical support for the Controller, including maintaining the calendar, providing support with data management and organization, and performing a variety of fiscal-related tasks. This position will be responsible for the day to day operations of the department including but not limited to greeting visitors, answering telephones, preparing correspondence and reports, collecting data, and other administrative tasks assigned as needed. This position is also a critical support role for Finance and Business Services. The position reports to the Controller.

Summary of Job Duties

• Providing essential support to the Controller which may include providing assistance on day-to-day operations; maintaining their calendar and appointment scheduling; general filing; reading email; acting as the liaison between the campus and Finance and Business Services to foster a positive relationship between the two; maintaining a clean professional work environment; and other assignments as needed.
• Preparing typed reports, memorandums, and presentations for internal and external use; managing databases; entering data; producing reports and charts; maintaining program files as designated by the Controller.
• Managing and supporting the administrative affairs of the Assistant Controller, the Directors, and the core members of Finance and Business Services.
• Operating office equipment; including monitoring their appropriate use, maintaining office supplies inventory that are necessary for the Department by checking stock to determine inventory level, anticipating needed supplies, placing orders, and verifying receipt of supplies.
• Performing basic reception and clerical duties, including answering phones, greeting, directing, and providing general information for employees and visitors. Working in concert with other Finance staff members to provide adequate phone coverage for the Finance Office.
• Performing various fiscal-related tasks as requested including creating and maintaining spreadsheets; preparing and verifying bank deposits; and preparing and analyzing reports as directed.
• Arranging and coordinating rooms, making travel arrangement for departmental personnel, dealing with parking requests, and other provisions for departmental meetings, events and ceremonies.
• Assisting with Departmental or University activities or special projects as needed.
• Working independently and within a team on special nonrecurring and ongoing projects and tasks.
• Maintaining the Finance department calendar.
• Scheduling Finance department conference room.
• Planning and coordinating events within the Finance Office.
• Welcoming students and visitors to the department, determining needs, and finding and providing correct information.
• Responsible for maintaining a positive work atmosphere by acting and communicating in a manner to foster teamwork.
• Requires consistent on-time attendance.
• Contributing to the overall success of the Finance Office by performing all other duties as requested or assigned.

Minimum Qualifications

Associate’s degree, and one year of clerical experience in an office setting or related area applicable to the work to be performed. Other job-related education and/or experience may be substituted for part of these requirements.

Please ensure that all relevant application materials include details addressing the minimum qualifications. Applicants not meeting the minimum qualifications will be disqualified from consideration.

License(s)/Certifications Preferred Qualifications

Bachelor’s degree, and two years of clerical experience in an office setting or related area applicable to the work to be performed. Experience working in Banner and/or Workday.

Knowledge, Skills, and Abilities

To perform the job successfully, the following competencies are required for the essential functions of this position:
• Knowledge of administrative concepts
• Excellent organizational skills with a proven track record of being able to plan and execute projects
• Excellent interpersonal skills
• Clear and courteous communication skills
• Ability to proofread; accuracy is essential
• Ability to compile information into report form
• Ability to assign priorities to work requests
• Knowledgeable with computer skills, familiar with Microsoft office platform to include Word, Teams, Excel, and knowledgeable with Zoom virtual videoconferencing platform
• Ability to interpret and apply policies and procedures
• Knowledge of state, federal, and University rules and regulations

Special Job Dimensions

Work performed primarily in an office setting. Occasional travel may be required. While performing the duties of this job, employee regularly exhibits digital dexterity when entering data into computer, sits for extended periods of time, and occasionally stands and walks. Vision demands include close, relatively detailed vision when focusing on a computer screen. Employee regularly talks and hears. Employee occasionally lifts items up to ten (10) pounds.

Work Schedule

Normal working hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Extended hours occasionally required.

Salary $25,268 Benefits

Competitive benefits package.

Background Check / Pre-Employment Screening

This position may be subject to a pre-employment criminal background check, sex offender registry check, financial history background check, and/or drug screening. A criminal conviction or arrest pending adjudication and/or adverse financial history alone shall not disqualify an applicant in the absence of a relationship to the requirements of the position. Background checks and drug screening information will be used in a confidential, non- discriminatory manner consistent with state and federal law.

Does this position require a background check? Criminal Background Check, Financial History Background Check, and Motor Vehicle Registry (MVR) Check
Open Date 02/05/2021 Close Date Open Until Filled Yes Special Instructions to Applicants

Review of applications will begin immediately.

Anticipated start date 04/05/2021 EEO Statement

The University of Arkansas – Fort Smith is an equal opportunity, affirmative action institution, dedicated to attracting and supporting diverse student, faculty, and staff populations. The University welcomes applications without regard to race, religion, color, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, family medical history or genetic information, political affiliation, military service, or other non-merit based factors. Persons must have proof of legal authority to work in the United States on the first day of employment. All applicant information is subject to public disclosure under the Arkansas Freedom of Information Act.

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
  3. Unofficial College Transcripts
Optional Documents
  1. Proof of Veteran Status
  2. Additional Document
Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you understand that failure to complete the Employment History section of the application will result in automatic elimination?
    • Yes
    • No
  2. * Did you complete the Employment History section of the application?
    • Yes
    • No
  3. * Do you understand that failure to upload your unofficial transcript(s) may result in an incomplete application packet?
    • Yes
    • No
  4. * Did you upload your unofficial transcript(s)?
    • Yes
    • No
  5. * Have you ever been fired or asked to resign from a job?
    • Yes
    • No
  6. If yes, please describe.

    (Open Ended Question)

  7. * Do you hold an associate's degree?
    • Yes
    • No
  8. If yes, in what field do you hold an associate's degree?

    (Open Ended Question)

  9. * Do you hold a bachelor's degree?
    • Yes
    • No
  10. If yes, in what field do you hold a bachelor's degree?

    (Open Ended Question)

  11. * Do you have clerical experience?
    • Yes
    • No
  12. If yes, please describe, including your total number of years of experience.

    (Open Ended Question)

  13. * Do you have experience with Banner, Workday, or other enterprise resource planning software?
    • Yes
    • No
  14. If yes, please describe.

    (Open Ended Question)

  15. * How did you learn of this employment opportunity?

    (Open Ended Question)