BUSINESS OFFICE ASSISTANT - IVY TECH : Job Details

GENERAL PURPOSE AND SCOPE OF THE POSITION: Provide quality customer service to students, faculty, and staff; Assist with communications, interactions, and problem-solving involving vendor accounts, employee reimbursements, travel, and inventory assistance, through Workday. Assists in maintaining proper internal controls and ensuring compliance with college policies and procedures in the Business Office.MAJOR RESPONSIBILITIES:

• Review requisitions created and submitted by campus employees to make sure college policies and processes are followed. Assist requestors with corrections and understanding of college policies.

• Review travel expense reports, spend authorizations and pre-approval reports entered by campus employees to ensure college travel policies and processes are followed. Ensure the accuracy of reimbursement for travel expenses. Assist all travelers in completing the required reports/ bookings before and after they travel.

• Collect office mail from the mailroom, open it, and distribute it to the designated staff members.

• Hold and manage the campus purchasing card for travel expenses and complete verifications in Workday.

• Maintain and reconcile the P-card for the Business Office, using it to help campus P-cardholders when their limit is exceeded, or the daily transaction amount is reached.

• Receive New Vendor Requests forms and verify that the company is not a current vendor. Enter information into Payment Works for invitations to new vendors, monitor the progress of new vendor onboarding, assist campus employees through the process, and update in DocuSign when requests are completed.

• Assist staff with entering contracts into Workday Strategic Sourcing

• Prepare and distribute open encumbrance reports for departments to manage near year-end, close the POs in Workday System

• Oversee all fixed asset duties including creation, transfers, and deletes of fixed asset information into Workday. Maintain hard copy forms, updated changes, and new acquisitions

• Complete all new acquisition forms, tag individual equipment items in departments, and coordinate bi-annual physical inventory.

• Assists in maintaining proper internal controls and ensuring compliance with college policies and procedures in the Business Office

• Other duties logically associated with this position may be assigned.

Benefits Offered:

• No waiting period to enroll in benefits.
• Employer contribution to retirement plan.
• Excellent benefits, including voluntary benefits: medical, dental, vision, retirement, life insurance, spouse/child life insurance, Short and Long-Term Disability Insurance, identity theft protection, accidental injury and illness, and more!
• Paid time off: vacation, sick, volunteer, bereavement.
• Paid holidays: 9 days plus winter break between December 25th and January 1st.
• Free tuition at any Ivy Tech location for employee, spouse, and qualifying dependents.
• Professional Development opportunities.

Job Grade Classification: FTSalary Range: $18.00-$20.00Minimum Qualifications:

• High school graduate or equivalent.
• Minimum of one year of related work experience and good working knowledge of Microsoft Excel.
• Ability to work with confidential information.

Preferred Qualifications:

• Associate's degree in business or accounting and a minimum of one year of related work experience.

Ivy Tech Community College is an accredited, equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age or veteran status. As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College's Title IX Coordinator or to the US Department of Education Office of Civil Rights.