Finance and Administration Assistant

The Fiscal and Administrative Services Assistant assists in the implementation of programs, projects, education, training, and administrative tasks associated with Fiscal Services and Administrative Services activities by providing support and assistance in the management of fiscal and human resource services. Duties include assisting with the processing of contracts and instructor employment agreements, maintaining records of financial transactions, preparing reports on the Institute’s fiscal status, auditing, recruitment, and other duties. This position is governed by CJI and the University of Arkansas policy and procedures and state and federal law.

Summary: The Fiscal and Administrative Services Assistant assists in the implementation of programs, projects, education, training, and administrative tasks associated with Fiscal Services and Administrative Services activities by providing support and assistance in the management of fiscal and human resource services. Duties include assisting with the processing of contracts and instructor employment agreements, maintaining records of financial transactions, preparing reports on the Institute’s fiscal status, auditing, recruitment, and other duties. This position is governed by CJI and the University of Arkansas policy and procedures and state and federal law.

Essential Duties and Responsibilities: The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload. Individuals in this position may occasionally work irregular hours as necessary to manage Institute services. Regular, reliable, and non-disruptive attendance is an essential job duty, as is the ability to create and maintain collegial, harmonious working relationships with others.

Administrative Services/Human Resources (25%)

a. Assists with human resource activities including staff development reporting, tuition discount reporting, employee disclosure reporting, and new hire onboarding.

b. Assists with recruitment efforts for all exempt and non-exempt personnel and temporary employees by scheduling applicant interviews and preparing interview packets.

c. Processes I-9s for employment verification.

d. Conducts monthly leave audits.

e. Assists with updating and revising the employee handbook as needed.

Payroll/Compensation (25%)

a. Enters period activity pay for instructors and matches invoices to employment agreement before processing for payment.

b. Uploads instructor employment agreements and contracts in Workday.

c. Reviews payroll activity to ensure the correct costing allocation was assigned for period activity payments and works with the Assistant Director for Fiscal Services to make any necessary corrections.

d. Enters costing allocations for employees.

Purchase Requisition Entry in Workday and other Fiscal Services Duties (25%)

a. Serves as a backup for entering purchase requisition information into Workday for all CJI divisions.

b. Acts as a backup for Accounts Payable by processing invoices for payment and received before being paid.

c. Compiles reports from accounting resources as needed.

Other Duties (25%):

a. Reviews weekly alarm reports and forwards reports to executive staff for review.

b. Acts as a backup for travel processing.

c. Assists with inventory tracking and yearly audits.

d. Manages key inventory.

e. Assists with internal audits and other fiscal office duties and obligations.

f. Assists with the maintenance of the CJI archives.

Other Duties and Responsibilities:

1. Assists in planning, setting up, and administering conferences, seminars, and special events as directed.

2. Represents the Criminal Justice Institute at relevant public, civic group or governmental sponsored conferences, seminars and meetings as directed.

3. Assists members of criminal justice and law enforcement agencies by providing existing materials, booklets, schedules or otherwise helping them by explaining CJI functions or referring them to the appropriate staff member.

4. Assists the Director in creating a work environment that is harmonious in an effort to maximize the competencies of all CJI centers.

5. Maintains professionalism in contacts with other CJI staff, instructors, guests of the Institute, and other agencies.

Supervisory Responsibilities: This position has no supervisory responsibility.

Education and/or Experience: Other job-related education and/or experience may be substituted for all or part of these basic requirements upon approval of the Director of the Criminal Justice Institute.

1. The formal education equivalent of an associate's degree in general business, business management, or a related field.

2. Possess a minimum of three years’ experience in administrative support.

3. At least one year of specialized training in business management, business education, or a related field.

4. Proficient with Microsoft Office products; Excel, Word, PowerPoint, and Outlook.

5. Other job-related education and/or experience may be substituted for all or part of these basic requirements, except for certification or licensure requirements, upon approval of the Director.

Preferred Qualifications:

1. Work experience in a higher education institution.

2. Experience with Workday using the Human Capital Management (HCM) and/or Finance modules.

Job Type: Full-time

Pay: $38,000.00 - $42,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Work Location: In person

Salary : $38,000 - $42,000