Lone Star College Looking for Specialist II, Business Services at Houston, TX  Full Time

PURPOSE AND SCOPE:

The Specialist II, Business Services supports other staff by performing task oriented duties while providing clerical, analytical, administrative, and/or operational support under general supervision. The position is responsible for receiving, logging, and interpreting information, making copies, sorting and distributing mail, preparing correspondence, reports, documents, answering questions and inquiries. The position oversees majority of Business Office operations as it pertains to college monies including fuel debit card. Monitors the progress and efficiency of workflow and responds to changes in client/student needs as necessary. This role may implement or develop a strategy with co-worker to improve work flow through out our department. Provides information and directions and providing a customer friendly environments.

ESSENTIAL JOB FUNCTIONS:

1. Greet and collect as much information as required to assist student/staff or community. Monitor front office check-in station to direct all customers to the appropriate Specialist; handle complex issues and complaints pertaining to vending services, and process all vending refunds
2. Review and process cash receipts for all incoming payments from students, faculty, staff, outside clients, and vendors; may report, review, research and reconcile functions for daily student receivable deposits, operating funds, cash boxes, petty cash, and student accounts
3. Audit and reconcile student accounts, works with students, one on one, to solve complex issues as they pertain to charges and debits
4. Work with outside vendor to process disputes against the collection/student accounts; research pertinent, complex documentation to either prove or disprove debts sent to collections
5. May direct part time personnel assigned to operation. May direct and coordinate work assignments relative to operation within department
6. Run queries for status updates (cash advances, travel authorizations, expense reports, and credit card transactions), Monitor unapproved, travel authorizations; request and verify receipts as necessary for policy compliance, and review and approve all expense reports for payment
7. Process requests for ProCard, T & E cards and declining balance card; provide declining balance card training as cards are issued and review current travel policies; audit purchase card transactions daily and help cardholders with reconciling and resolves issues
8. Serve as liaison for System Office Accounts Payable to provide necessary documentation or missing information from campus. Follow up on payments and assist staff and faculty with research and request payments. Submit void and re-issue forms for checks that need to be voided/stopped/re-issued to System Office
9. Enter requisitions as needed; review requisitions with problems to assist requestors with issues. Enter or assist end users with the process of entering contracts and follow up, assist buyers with campus issues, enter receipts as needed, and submit W-9 forms for processing. Troubleshoot PO’s for campus errors, and request additional/corrections to category codes as needed. Run reports to view all outstanding purchase orders that need to be closed out before year-end and email each requester a list of their outstanding PO’s
10. Assist and provide training for staff and faculty as it applies to various tasks in iStar: travel & expenses, contracts, purchasing, procurement cards, ap inquiry, query reporting, budget reporting, journal entries, and budget transfers
11. Ensure prompt problem identification and resolution with student payment plans, defaults and financial aid; communicate with faculty, staff and students as needed to resolve problems.
12. Ensure policies and procedures of the system are followed and ensure compliance with all applicable regulatory requirements
13. Implement and manage processes assigned to the department ensuring prompt problem identification and resolution including, NSF checks
14. Responsible for other reasonable related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Working knowledge of general office practices and procedures
• Ability and knowledge of cashiering and good customer service skills
• Basic knowledge of the Microsoft Office
• Strong verbal and written communication skills

PHYSICAL ABILITIES:

The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile. No special physical demands are required to perform the work.

WORK SCHEDULE AND CONDITIONS:

• Equipment used includes, PC workstation running on a LAN in a Microsoft Windows environment, calculator, phone and other general office equipment
• Interface with internal and external contacts as needed to carry out the functions of the position
• Work is performed in an internal office environment with minimal exposure to health or safety hazards

REQUIRED QUALIFICATIONS:

• High School Diploma or GED and at least 1 year of experience, or an equivalent combination of education and experience