Business Office Administrative and Payroll Assistant (Financial Administration Coordinator), IU Auditorium

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Job description

Department

AUDITORIUM (BA-AUTM-IUBLA)

Department Information

Since opening its doors in 1941, IU Auditorium has served as a university and community gathering place, hosting a diverse array of world-class artists, entertainers, musicians, and lecturers in its 3,200-seat theatre. The Auditorium has been hosting for over 75 years to the world's top performers and speakers, from the Metropolitan Opera and Les Miserables to Kevin Hart and John Kerry. As the leading performing arts organization in South Central Indiana in terms of quality, leadership, innovation, and overall guest satisfaction, IU Auditorium exists to create world-class arts and event experiences at Indiana University.

In addition to the wide variety of arts and entertainment events, the Auditorium continues to serve as the community's gathering place, hosting a variety of university ceremonies, orientation programs, conferences, weddings, and special events. With a focus on student exposure and interaction with the arts, the Auditorium is ensuring its vital role in the greater university for years to come.

We are excited to welcome into our Auditorium family a dynamic team member who can uphold our reputation of providing expert and professional event and guest services and serve and engage with a diverse array of artists, tours, and local clients.

For more information about the Auditorium, visit our website.

Job Summary

The Administrative and Payroll Assistant assists in administrative tasks related to the processing and record keeping of Payroll, Accounts Receivable, Accounts Payable and Purchasing for the IU Auditorium, with an emphasis on payroll processing.

Department Specific Responsibilities

• Supports Payroll Coordinator in all payroll functions, including verifying timekeeping records via IU Kuali Time system, ATOM scheduler, as well as the University-wide Stagehand contract, and consults with managers on discrepancies.
• Assists with payroll inputting on a bi-weekly basis and serves as the payroll clerk in the Payroll Coordinator's absence.
• Assists with new hire paperwork at the start of each semester and as needed.
• Supports Payroll Coordinator in maintaining employee records.
• Prepares all billings for services and advance deposits in IU Kuali Financial System and distributes copies to clients.
• Monitors and records invoice payments for external clients.
• Responsible for all inquiries regarding billings from clients and account managers and monitors and follows-up on unpaid invoices with clients as necessary.
• Responsible for Petty Cash distribution and reimbursement.
• Assists Assistant Director of Finance with Revolving Fund reconciliations and prepares/uploads custodial funds report monthly to IU Cash Control.
• Responsible for Box Office deposits and other financial transactions and reports
• Assists with BUY.IU requisitions and invoices.
• Assists with year-end file storage and creation of new fiscal year accounting files.
• Performs other duties, such as internal transfers, travel, and purchasing, as assigned.

General Responsibilities

• Under moderate supervision, performs financial and administrative tasks related to processing financial or other administrative records.
• Processes documents into the university's central information systems (Travel, KFS, HRMS, etc.) and verifies that information is correct. Investigates and resolves discrepancies in financial documents.
• Maintains records of financial transactions, compiles data, and prepares reports.
• Verifies accuracy of adjustments to payroll including supplements and garnishments. Audits, coordinates, and processes payroll; verifies accuracy of payroll information.
• Confirms available accounts and ensures timely payments are made to payees.
• Responds to inquiries regarding financial and/or personnel policies and procedures.
• Serves as a liaison to department and/or other university divisions.
• May provide guidance to lower-level employees on their day-to-day work.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED)

Preferred

• Associate's degree

WORK EXPERIENCE

Required

• 2 years of relevant experience

SKILLS

Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Highly thorough and dependable
• General knowledge or demonstrated ability to learn basic functionality of IU systems (KFS, HRMS, SIS)
• Experience in managing and documenting workflows, processes, and/or data entry
• Basic understanding of technology
• Ability to use standard office equipment such as phone, fax, scanner, etc
• Proficiency in computer systems, including standard Office software
• Basic accounting and financial skills; ability to reconcile accounts
• Prior demonstrated ability to apply concepts and policies to daily work functions
• Good oral and written communication skills
• Ability to clearly present material and make it accessible to a specific audience

Preferred

• Knowledge of Microsoft Office with proficiency in Excel
• Ability to provide excellent customer service to both external and internal constituents
• Strong attention to detail and possess a high degree of initiative
• Demonstrated time management and priority setting skills are essential
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Highly thorough and dependable
• Experience in managing and documenting workflows, processes, and/or data entry
• Ability to learn and use IU systems, such as HRMS and KFS
• Emphasizes pride in his/her work and a positive approach to work environment

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. This position involves extensive work with data entry and spreadsheets. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Bloomington, Indiana

This is an in-person position

Advertised Salary

$18.00 per hour

Salary plan and grade: PAA 2FI
This is an CWA union cover position

Work Hours

This position is time (.75FTE), and will be scheduled for 30 hours per week Monday-Friday .

The department does not expect to provide more than 1,560 hours of work in this position per year.

The majority of work hours will be scheduled year-round Monday-Friday.

Staff is expected to be available during this period and to schedule vacation and other scheduled time off during department planned work breaks based on its operational needs.

Management reserves the right to adjust work hours to accommodate special hiring events.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Intermediate

FLSA: Nonexempt

Job Function: Finance

Job Family: Financial Administration

Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX . click apply for full job details

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