Job Category: Non-Exempt

Salary Grade: E

Summary

Incumbents in the Business Assistant series use knowledge and related experience to coordinate business functions for a specified department. Incumbents initiate, complete, and facilitate financial, personnel processes, travel, and other functions as assigned.

Distinguishing Characteristics

The Business Assistant III is distinguished from the Business Assistant II in that incumbents in the III level are expected to possess the knowledge and experience to manage duties of a more complex nature.

Reporting and Supervisory Responsibilities

Business Assistants typically report to a Business Manager or a Financial Officer. This classification has no supervisory responsibilities.

Typical Functions

1. Prepares and distributes bills and statements.
2. Analyzes data and generates reports.
3. Prepares various documents such as contacts, agreements, and claims.
4. Makes purchases in accordance with University policies and practices.
5. Develops and maintains record keeping systems.
6. Develops and maintains spreadsheets and databases to track information.
7. Reviews and reconciles financial records.
8. Evaluates monthly budgets and financial reports for the department or program.
9. Provides reports for fiscal planning and development of annual budgets.
10. Performs personnel processes, including payroll, job postings, and employment action forms. Maintains department and/or division personnel files.
11. Understands and implements current USU employment policies.
12. May provide coordination of documents required for business transactions.
13. Provides support to the Financial Officer and/or Business Manager.
14. Support departments with reconciliation of contracts and grants.
15. Provides support to faculty members during the proposal stage of an award to create a budget; follows up to make modifications as necessary.
16. Performs miscellaneous job-related duties as assigned.

Knowledge, Skills, and Abilities

1. Knowledge of accounts payable procedures.
2. Knowledge of accounts reconciliation and ability to reconcile accounts.
3. Knowledge of methods, practices, and terminology used in preparing and maintaining financial and statistical records/reports.
4. Knowledge of purchasing policies and practices for a public institution.
5. Skilled with computer programs, including spreadsheets, relational databases, and statistical packages.
6. Skilled with basic office equipment, including printers, copiers, and telephone systems.
7. Good organizational skills.
8. Ability to handle sensitive and confidential business data and personal information.
9. Ability to work without supervision.
10. Knowledge of University policies and procedures.
11. Excellent customer service skills.

Minimum Qualifications

Six years of related work experience; or an associate degree/technical training plus four years of related work experience; or a bachelor’s degree in a business field plus two years of related work experience is required.

Work Environment and Physical Requirements

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions.

Disclaimer

This position description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to the position.