Business Associate III

Job Description:

Business Associate III

Description

Job Title
Business Associate III

Agency
Texas A&M Engineering Extension Service

Department
Emergency Services Training Institute

Proposed Minimum Salary
Commensurate

Job Location

Job Type
Staff

Job Description

The Business Associate III, under general supervision, provides support for business activities for the Texas A&M Engineering Extension Service (TEEX) Emergency Services Training Institute (ESTI).Responsible for monitoring and reconciling multiple, complex accounts ensuring compliance with Texas A&M University System policies, Federal and State laws and regulations and recommend or coordinate appropriate action. Composes routine business-related correspondence and respond to complex inquiries from vendors and business units or departments as well as communicating policies and procedures to division staff.

This position reports to the Business Coordinator III - AP.

Required Qualifications:

• High School Diploma or GED.
  
• Five years of experience in general office, bookkeeping or personnel operations or equivalent combination of education and experience.
  

Required Licenses/Certifications:

• Must have a valid motor vehicle operator’s license or ability to obtain one within 30 days of employment.
  

Preferred Qualifications:

• Associate’s degree in business, accounting or related field.
  
• Five or more years of related experience, including task management experience.
  
• Experience in university setting, business, or legal operations.
  

Physical Requirements:

• Ability to use office equipment/software to enter data to develop correspondence, scan files, and organize projects.
  
• Ability to communicate verbally and in writing to assist staff and/or clients.
  
• Ability to remain stationary for long periods of time at a desk in an office environment.
  
• Physical conditioning consistent with lifting and/or moving light, moderate, and/or heavy files, records, and supplies with assistance.
  
• Ability to travel independently to other and/or remote locations by driving a personal or state vehicle and/or flying on commercial airlines.
  

Knowledge, Skills, and Abilities:

• Excellent verbal and written communication, organizational, interpersonal, proofreading, and time management skills.
  
• Ability to prioritize and manage multiple projects and deadlines.
  
• Ability to multi-task, working both independently and cooperatively with others.
  
• Proficient in Microsoft Word and Excel.
  
• Working knowledge of document and presentation software applications (e.g., Adobe Acrobat, and PowerPoint).
  
• Ability to interact positively and professionally with clients and staff.
  

Equipment:

• Standard office equipment: computer, keyboard, telephone, and multifunctional printer.
  
• Occasional use of state vehicles.
  

Notifications:

• This position is security sensitive.
  
• This position may require work beyond normal office hours and/or work on weekends.
  
• This position requires compliance with state and federal laws/codes and Texas A&M University System/TEEX regulations and procedures.
  
• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and Agency safety requirements.
  
• As part of TEEX’s mission of providing training, developing practical solutions, and saving lives; this position could be required, if called upon, to deploy within the State of Texas as directed by this position’s Division Director/HQ Department Head.
  
• Ability to travel independently to other and/or remote locations by driving a personal or TEEX vehicle and/or flying on commercial airlines.
  

Essential Duties, Tasks, and Percentages:

Accounts Payable/Travel Processing - 90%

• Prepares, verifies, and processes purchase orders and vouchers, ensuring proper coding on documents.
  
• Researches billing discrepancies and makes recommendations for resolution.
  
• Maintains no less than 90% monthly accuracy on accounts payable voucher processing.
  

Travel Processing - 5%

• Processes travel expenses reports.
  
• Reviews and approves for payment/reimbursement.
  
• Works with division staff to process airfare and travel reimbursement for non-employees.
  
• Provides technical assistance regarding travel procedures.
  

Compliance Tasks - 5%

• Assists in the tracking and maintenance of accurate records to ensure compliance with retention policies.
  
• Assists in delivery records monitoring and reporting for accuracy, promptness, and completeness.
  
• Engages division staff and TAMU purchasing throughout the procurement process to ensure best value criteria for the division, agency, and system.
  
• Communicates knowledge of rules, regulations, policies, and laws regarding the procurement of goods and services to division staff.
  

Other Duties:

• Maintains a neat and professional appearance and demeanor.
  
• Maintains a clean and orderly workspace.
  
• Maintains office security and confidentiality.
  
• Maintains and safeguards equipment and property.
  
• Reports to work at designated time and place.
  
• Performs additional work duties as assigned.
  

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer.