Position Information

NY HELPNo

AgencyUniversity at Albany

TitleOffice Assistant 3 (Calculations)

Occupational CategorySkilled Craft, Apprenticeship, Maintenance

Salary Grade14

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $56506 to $68630 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Other (see below)

"Other" Explanation Academic Year 8:00am-4:00pm (Summers 8:00am-4:00pm) ½ hour lunch AY; ½ hour lunch Summer

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Albany

Street Address University at Albany (Accounting)

1400 Washington Avenue

City Albany

StateNY

Zip Code12222

Job Specifics

Duties Description Primary Responsibilities:
• Conduct Cardholder Certification Training. This is an individual training with all new cardholders. Cardholders are trained on how to download their monthly statement, how to move charges to different accounts, and how to certify their bill. A copy of their first certification will be printed, scanned, and maintained in their file.
• Complete the campus-wide certification of charges and ensure that the transfer of all monthly charges is complete and accurate. Discrepancies must be identified and
corrected timely.
• Distribute spot and sample audit requests to cardholders in an accurate and timely
matter to ensure charges are accurate, appropriate, and properly documented as required by New York State (NYS) Procurement Card (P-Card) guidelines. Track all audit documentation received and suspend the cards of those who fail to submit the
documentation requested.
• Suspend University cards of any cardholders who fail to certify by the deadline,
without the approval of the credit card unit head. Ensure a copy of the properly
completed certification printout for any statements we are forced to certify to
facilitate the campus-wide certification. Reinstate suspended cards once the proper
documentation for audit purposes is received.
• Assist Facilities in updating P-Card web application to ensure card charges hit the
appropriate accounts.
• Audit all travel and NET card charge documentation. Ensure charges are accurate,
appropriate, and properly documented as required by NYS Travel Guidelines. Work with the cardholder to address and resolve any audit findings.
• Maintain internal record of all travel and NET cardholders. Set up Concur profiles for all new Travel and NET cardholders/remove cardholders who relinquish cards and/or leave University.
• Maintain internal record of all travel approvals. Records include travel dates, location, amount, and generated approval numbers required for booking.
• Applying for new travel and NET cards, as necessary. Ensure new cardholders are added to listservs to receive pertinent information regarding travel.
• Assist Budget Office in setting up all State, IFR, and DIFR accounts. Create sub
accounts for State, IFR, DIFR.
• Assist Budget and all University Departments in maintaining the Chart of Accounts on both SUNY FMS system, and internal Excel spreadsheet.
• Assist the Assistant Director of State Accounting with overall credit card program
management (i.e., canceling/ suspending cards, establishing temporary credit increases addressing cardholder inquires)
• Supervise work study/summer intern students when assigned to the credit card team

Minimum Qualifications Prior to applying, please read the Minimum Qualifications and Operating Needs to confirm eligibility, as this position requires prior permanent New York State service in a qualifying title at a New York State agency.

MINIMUM REQUIREMENTS:

PERMANENT

Candidates must have a reachable score on the Office Assistant 3 (Calculations) list; or
Have a current permanent appointment with 1 year of service as an Office Assistant 3 (Calculations), or in a title eligible for transfer to Office Assistant 3 (Calculations); or
Appointment as Office Assistant 3 (Calculations) here at UAlbany with less than 1 year of service (remainder of probationary period to be completed in new assignment); or
Be a former state employee eligible for reinstatement to the title of Office Assistant 3 (Calculations)
May be filled from a mandatory reemployment list if one is in effect at the time of appointment.

Any resumes received that do not meet the above requirements as described will be deemed unqualified.

Additional Comments YOU MUST APPLY ONLINE using this link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=197247
Federal law and regulations require notice to all prospective employees regarding crimes that have occurred on campus in the current three-year period.
Please refer to the following website for the complete Annual Security Report (“Clery Report”): http://police.albany.edu/ASR.shtml

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name Office of Human Resources

Telephone 518-437-4700

Fax 518-437-4731

Email Address ClassifiedJobs@albany.edu(apply with link below)

Address

Street University at Albany

1400 Washington Avenue, UAB 300

City Albany

State NY

Zip Code 12222

 

Notes on ApplyingYOU MUST APPLY ONLINE using this link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=197247