Administrative Service Assistant, Senior

Administrative Service Assistant, Senior

Location: Native American Cultural Ctr
Regular/Temporary: Regular
Job ID: 606978
Full/Part Time: Full-Time

Workplace Culture

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.



Special Information

This position is an on-site position which requires the incumbent to complete their work primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.

Job Description

Performs various advanced office/administrative support duties related to the work unit, which require a thorough knowledge of functions within the department. Uses specialized functional knowledge to analyze and respond to administrative matters within established limits to ensure they meet the department's needs and follow University procedures and policies. Demonstrates advanced knowledge of routine work processes and resources to fulfill administrative duties. Has intermediate knowledge of concepts and practices in supporting a building manager for the Native American Cultural Center (NACC) in the Office of Native American Initiatives (ONA).

Accounting/Budget Management - 25%

• Monitors or oversees the monitoring of various account expenditures; maintains and reconciles detailed budgets for various accounts; advises and/or determines which expenditures are within the budget guidelines; informs management of irregularities and processed with corrective action in consultation with appropriate offices and supervisor.
• Daily processing of various forms using PeopleSoft system: RQs, RC, IDT, Expense Reports, and others as needed. Ensures these reports are accurate and filed with the appropriate documentation. Keep detailed and accurate records of all forms and financial processes completed.
• Responsible for monthly reconciliation of ONAI state, local, foundation, and grant accounts. Ensures the expenses are distributed to the correct accounts (speedcharts).
• Process reports with ERS for purchases and expenses.
• Requests checks from NAU Foundation for ONAI units and ensure timely processing.
• Monthly account reconciliation with ONAI leadership including ONAI ledgers, and journal entries.
• Assists with scholarship and emergency fund processing.

Staff & Operational Support - 25%

• Open building and set up to welcome staff, guests.
• Assists with supervision and delegation of tasks to student staff the NACC IndigeJacks;
• Assists NACC Director with daily operations of the Native American Cultural Center, including some event scheduling and set-up/takedown.
• Set-up entails audiovisual equipment/laptops/Zoom/tables, etc.
• Takedown includes disinfection of tables/equipment and room reset.
• Completes inventory of Food Security Program
• Coordinates with NAU Catering for events

Administrative - 20%

• Provide administrative support for the department and Director, including answering telephones, assisting visitors, responding to generic inbox inquiries, and resolving and/or referring a range of administrative problems and inquiries.
• Provides customer service to internal and external partners.
• Assists the NACC Director with work order submissions and tracking
• Ensures timely and respectful distribution of correspondence with staff.
• Responsible for scheduling meetings using Office 365 - Outlook, and Forms
• Provides oversight of office responsibilities - responses to NACC email accounts and staff meetings in Microsoft Teams and Zoom
• Acts as purchasing card liaison for all ONAI office supplies and NACC building materials, as needed.
• Coordinates partnership meetings, conferences, and retreats with onsite staff.

Human Resources/Payroll - 15%

• Processes service requests with the NAU Employee Service Center for student employees and follows up on ePARs, Federal Work-Study, etc.
• Assists with onboarding, offboarding, new position numbers, employee transfers, and other duties as assigned.
• Initiate purchases through the Service Center and uses P-Card for designated purchases; reconcile records.
• Assist with hiring, training, supervising and evaluating student staff.
• Work directly with Service Center on hiring/onboarding requirements.
• Ensure fingerprinting, background checks, and I-9 processes for new staff members are completed.
• Ensure all staff members complete required trainings including FERPA, Title IX, and Clery training; track records of completion.
• Processes and approves timesheets in PeopleSoft on a bi-weekly pay schedule.
• Participates in search committee including arranging interviews for hiring student employees.
• Reconciles the Payroll Reports to the Enterprise Reporting System.

Travel Processing - 10%

• Adheres to NAU Travel Policy to prepare for NACC Elders lodging and other NACC Guest Speakers.
• Supports travel through NAU Employee Service Center for the ONAI departments including VP, Senior Director of Development, Associate Vice President, and NACC Director.
• Makes travel arrangements through ESC for visiting Tribal partners, guest speakers, artists, and members of NAU's Native American Advisory Board.

Other - 5%

• All other duties as assigned.

Minimum Qualifications

• Associate degree in Business Administration or field pertinent to work unit
• 1-3 years of relevant experience required.
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

• Bachelor's degree in Business Administration or field pertinent to work unit AND one year of directly related administrative experience.

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of standard office policies and procedures
• Knowledge of supplies equipment and or services ordering and inventory control
• Knowledge of NAU's Enterprise Reporting System for capital ONAI budgets and reports (asset)
• Knowledge of NAU's PeopleSoft Financial System (PCard reconciliation, IDT and IPT) (asset)
• Knowledge of NAU's Employee Service Center (asset)

Skills

• Develops and maintains good working relationships and communicates effectively.
• Proficient in English composition, grammar, spelling, punctuation, and basic math.
• Records maintenance
• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Outlook - Email Accounts, Meeting coordination via Zoom, Teams, hybrid and in-person.
• Operation of various office equipment (laptops, telephones, printer/copier/fax)

Abilities

• Critical thinking to find solutions.
• Organizational capabilities with data compiling, and report processing.
• Excellent customer service (internal & external).
• Promotes a diverse, inclusive environment.
• Ability to work as part of the team and independently.
• Balance competing priorities in a busy environment.

Background Information

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements. Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States. Finally, each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Salary

Anticipated salary range is $37,584 to $45,023. Annual salary commensurate with candidate's qualifications and related experience.

FLSA Status

This position is non-exempt under the Fair Labor Standards Act (FLSA). The incumbent is eligible for overtime pay or compensatory time according to University policy. Further, the employee must submit timesheets that accurately reflect all hours worked.

Benefits

This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the Human Resources benefits website. Classified Staff employees are in a probationary status for their first six months at NAU. NAU is a tobacco and smoke-free campus. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date.

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Application Deadline

March 20, 2023 at 11:59 p.m.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

Know Your Rights Poster and Supplements

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.



To apply, visit https://hr.peoplesoft.nau.edu/psp/ph92prta/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=606978&PostingSeq=1



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