Administrative Specialist II

Administrative Specialist II

Campus Services

Georgia State University

Georgia State University is a vibrant community in the heart of Atlanta. At Georgia State University (GSU), we value the unique skills, perspective, talents, and passion that each employee contributes to its learning community. To work at GSU is to accept an invitation to participate in the growth and development of the internal and external community we serve!

WHAT MAKES GSU A GREAT PLACE?

• Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.
• A knowledge-sharing organization that works collaboratively with diverse partners
• Professional development opportunities and mentorship.

Georgia State University is seeking an experienced Administrative Specialist II with excellent administrative skills to support GSU Campus Services. Under the general direction of the Campus Services Director of Administrative Services, the Administrative Specialist II performs administrative functions including, but not limited to, auditing and processing invoices, payment requests, purchase orders and departmental charges into the PeopleSoft Financials (Spectrum) and PantherMart systems. 

DUTIES AND RESPONSIBILITIES:

·         Generate requisitions and purchase orders, processes accounts payable vouchers and payment requests and prepare travel and expense reports for data into PeopleSoft Financials (Spectrum) and PantherMart systems for departments, including but not limited to Campus Services, Parking, Transportation, PawPrints, University Bookstore, Convocation Center, Mail Services, PantherCard IIT, Vending, Passports and Sustainability.

·         Accurately record incoming checks into the Campus Services accounts receivable log for all Campus Services units. Assist with the reconciliation of any daily cashier reports from various Campus Services units and archiving them accordingly. Prepares invoices and customer billing for contractors, vendors and lease agreements as needed.

·         Research and resolve discrepancies withing accounting records, related to customer or departmental inquires concerning refunds, commission disbursements, tenant payments, financial reviews and departmental charges. Provides administrative support by assisting with the processing of departmental charges, journal entries, bank depositions and financial reviews.

·         Collect and gather documents for monthly drill down reviews as needed. Assist with various reception responsibilities and administrative duties as needed for the Vice President of Finance and Administration. Assist with the Parking Reconciliation report as needed. Assists Accountant II with the preparation of daily departmental deposits. Assist with the maintenance of accounts receivable records, including vendor/contractor lease files and deposits.

·         Provide Customer Services and Cashiering Services as needed. Monitors compliance with applicable policies and procedures regarding record retention. Prepares various reports and provides assistance with copying, filing, and research for Director of Administrative Services.

·         Promotes excellence in customer service. Provides general information regarding Campus Services units of operation as needed. Maintains work area in a neat, organized and professional manner. Performs other duties as assigned. In addition to other duties as assigned, this position may be cross-training to assist in other areas as needed throughout the year.

Minimum Requirements:

• A Bachelor’s degree in Business Administration, Accounting, or other appropriately related field or a high school diploma or GED and four years administration or accounting experience; or a commensurate combination of education, training and experience.

Preferred Hiring Qualifications:

• Experience in higher education or public sector environments

• Familiarity with financial systems such as PantherMart or Spectrum

• Strong analytical, organizational, and problem-solving skills

• Ability to communicate complex policies clearly and effectively

• Experience supporting senior leadership