The Office Assistant is responsible for preparation of Atkinson requests to pay vendors and accounts payable data entry in Quick Books. This position also prepares journal entries, and provides clerical and data entry support to the Atkinson Fiscal Manager.
Reviews all invoices and receipts to ensure all payables are documented according to University policies and procedures.
Completes check request forms and submits to fiscal manager for approval.
Enters check requests into the accounts payable system – Quick Books.
Organizes and scans documentation into electronic retention system and files any necessary paper documents appropriately.
Delivers all approved payables to the University accounting office in a timely manner.
Performs regular reconciliations of Quick Books accounts payable to University G/L.
Maintains financial security by filing, documenting thoroughly and accurately, and using document retention system in accordance with University policies and procedures.
Tracks program expenses for Manager of the Executive Development Center (EDC).
Prepares invoices for EDC non-credit programs using Quick Books.
Works with Director of Marketing Communication to pay invoices and reconcile PCard online.
Performs additional duties as assigned by the Atkinson Fiscal Manager.
High School Diploma/GED
One year of general clerical experience that includes data entry, compiling and/or reporting financial information or accounts payable experience.
Strong computer skills, ability to use a variety of software applications in particular Microsoft Word and Excel; Proficiency in data entry and administration; able to run reports.
Must possess excellent skills in composition, spelling, English usage and punctuation.
Ability to communicate clearly and professionally through both verbal and written skills.
Ability to organize, multi-task, plan and set priorities with minimal supervision.
Ability to work independently and in team settings.
Ability to comprehend complex instructions and exercise good judgment with a strong attention to detail and accuracy.
Demonstrate poise, tact, and diplomacy with the ability to handle sensitive and confidential information and situations.
Must be able to work independently as well as establish and maintain harmonious relations with other staff, faculty and students.
Must successfully clear a criminal conviction record check.
Typical work schedule: Monday – Thursday 10am to 3pm
About this company
Willamette University, the first university in the West, is a private, co-educational liberal arts school that offers undergraduate degrees in nearly 50 fields (politics, biology, English, psychology, and economics are among the most pursued majors) and graduate degrees in business and law. The university has a student to faculty ratio of 10 to 1. Founded in the early days of the Oregon Territory by missionary Jason Lee as a school for Native American children, Willamette University was established in 1842.
Willamette University provides rigorous education in the liberal arts and selected professional fields. Teaching and learning, strengthened by scholarship and service, flourish in a vibrant campus community. A Willamette education prepares graduates to transform knowledge into action and lead lives of achievement, contribution and meaning.