Kansas State University Office Specialist II in Salina, Kansas

This job was posted by https://www.kansasworks.com : For more information, please see: https://www.kansasworks.com/ada/r/jobs/10819462 The Office Specialist II serves as office manager, accounting specialist, and procurement officer for the Upward Bound Program at the Kansas State Polytechnic Campus (SAUB). This is a 0.50 FTE position (20 hours per week).Information about the College/Unit:Upward Bound is a campus-based TRIO program designed to assist area high school students with additional academic preparation, advisement, and encouragement to succeed in high school and later in college.The Upward Bound Program participants are involved in the program from the time they are selected for participation until they graduate from high school. The program offers a six-week summer residential component and Saturday sessions during the academic year. Students must meet family income guidelines and/or be first-generation college-bound. There is no cost for participation in the program.Diversity and Inclusion:Kansas State University embraces diversity and promotes inclusion in every sector of the institution. The university actively seeks candidates whose commitments and contributions will advance the University's commitment to the Principles of Community.The Successful Candidate will:Financial Management & Voucher Processing:Manage Salina Upward Bound (SAUB) grant financial activities through the use of spreadsheets in order to record expenditures and reconcile with the Financial Information System (FIS). Prepare vouchers using EFORMS (APV, IFV, TPV, etc.) for processing through KSU Financial Services. Assign state and university codes to documents in compliance with the university, state, and federal guidelines. Post payments to ledger within the budget line items as outlined in SAUB grant. Reconcile ledger spreadsheets on a monthly basis. Confer with Sponsored Project Accounting Office when line item changes are required providing the appropriate documentation to comply with federal regulations. Work with the HBO Business Manager to prepare the outstanding obligation list and reconcile grant account to complete grant fiscal closing financial activities.Requisition participant stipend checks by completing appropriate vouchers for processing through Financial Services. Maintain record of checks received so that a tracking system is established in the event that problems arise concerning stipend issues.Office Management: Manages the SAUB office and reception desk by providing phone receptionist duties, greeting visitors, answering questions, and making referrals to the appropriate staff member or other campus office. Solves and/or handles problems of a routine nature pertaining to Upward Bound Polytechnic Campus operations to avoid interrupting other staff members. Employee must be knowledgeable of SAUB program details and able to use own initiative when their employees are absent. Maintain the office general filing system containing correspondence, general subject matter, and other documentation. Establish and maintain informational notebook consisting of general information, policies, and participant information, updating so all information is current and available to participants. Maintain a library of materials and supplies by cataloging according to subject matter for easy retrieval by SAUB staff. Prepares correspondence and other documentation as requested by office staff. This may include, but is not limited to: participant materials, correspondence, reports, brochures, tables, charts, and graphics. Determines priority, quality, efficiency, and economy of all work. While some of the documents require only editing, others must be created at the discretion of this position. The creation of materials may also require the use of photo technology, including a scanner and digital camera. Any errors could result in misinformation being presented to students or other individuals who may vi ew the material. Work in cooperation with the Holton Hall Business Office (HBO) in the requisition and procurement of supplies and equipment by labeling and identifying inventory items in compliance with University and State of Kansas procurement regulations. Advise the Director on university business procedures changes through notification by Financial Services and the policies and procedures manual. Advise tutors of administrative decisions, university regulations, and office practices. Make recommendations to the director for improving the office environment (policies and procedures, equipment needs, software updates, etc.) in order to provide the most current information for staff. Serve as the administrator of the SAUB website and make necessary changes to update it on a regular basis so that student, faculty, staff, university community, and the general public are aware of current services offered.Management: Maintain and update electronic student participant Database. Establish according to federal guidelines and ensure the security of confidential information, including participants' names, addresses, social and economic backgrounds; contacts and duration of contacts. Maintain the student hard-copy student participant files. Establish according to federal guidelines and ensure the security of confidential information, including participants' names, address, social, and economic backgrounds. Prepare monthly statistical r