JOB DESCRIPTION (June 2006)

Business Coordinator I -- Sharon Suter

Summary

Responsible for the Department of Mathematics accounting and bookkeeping duties, providing administrative staff support to faculty requiring broad general knowledge of TAMU, RF, & TEES business operations and procedures.

Duties

Audits a variety of accounting documents, including invoices and travel expense claims, for correctness and completeness, for TAMU, RF, and TEES accounts. Prepares purchase and travel vouchers for payment and/or enters into FAMIS purchasing module; posts accounts to department ledger.

Processes reimbursement of travel and local expenses for visitors. Trains student worker to complete reimbursements. The Department hosts approximately 150 visiting faculty, speakers and researchers each academic year. Assists faculty with university business travel arrangements, staying current on state and university travel guidelines.

Reconciles department accounts and subaccounts each month (approximately 40 main accounts). Tracks department expenditures for 100-125 faculty and departmental support accounts. Maintains all business operation files. Oversees monthly audit of long distance phone charges; investigates and corrects billing discrepencies with vendors, issues cash receipts and prepares fiscal deposits and interdepartmental transfers. Prepares year end closeout documents; compiles information for budgetary purposes and special studies.

Oversees departmental PROCARD administration. Verifies all receipts are posted to transaction logs and oversees a monthly reconciliation of each credit card statement against logs. Obtains all appropriate signatures on logs upon completion of audit. Reviews receipts for any discrepanies and reallocates transactions to appropriate expense object codes utilizing Pathway Net.

Assists faculty with spot purchases. This includes investigating vendors, pricing, and availability for items such as: educational materials, office computing equipment, and specialty items required for running summer programs and workshops.

Serves as back-up to biweekly payroll processing and preparation; sorts and distributes monthly and biweekly payrolls as needed.

Other duties as assigned.

Supervision

Received:
Detailed initial instruction followed by general instruction from the Academic Business Administrator II with periodic review through normal auditing procedures.

Given: One student worker.

Education and Experience

Required:
Bachelor's degree or any equivalent combinatoin of training and experience (eight years experience with high school graduation or four years with an Associate's Degree). Some experience in general office, accounting or personnel operations. Use of standard office equipment and personal computers. Working knowledge of spreadsheet and word processing. Ability to multi-task and work cooperatively with others.

Preferred:
Bachelor's degree in business administration or closely related field. Experience in task management and supervisory experience.