Fiscal Administrative Assistant

Fiscal Administrative Assistant

Job Description

Description:

To serve as a civilian employee of the State Police whose primary responsibility is to prepare and process travel requests and vouchers, advise employees on travel rules & regulations, and process all utility payments for the Dept.

Job Duties:

Process travel requests for approval.
Process all travel vouchers for reimbursement.
Serve as liaison between client Travel Section.
Stay current on all travel rules and regulations.
Advise client employees on travel rules and regulations.
Prepare daily deposit.
Process all utility payments.
Complete and tabulate travel vouchers.
Enter travel into Encompass Financial system to reimburse client personnel for travel.
Review all in-state and out-of-state travel requests for accuracy.
Process all registrations thru travel cards or Encompass Financial System.
Process emergency travel.
Process travel card monthly payment.
Make direct payments to motels/hotels for training and lodging.
Respond to inquiries from the client personnel regarding travel rules.
Troubleshoot with IDOA Travel to resolve any travel-related issues.
Assist employees in completing travel vouchers correctly.
Book flights and hotels thru the travel client website.
Process checks thru the remote deposit system.
Enter accurate accounting entries into the Encompass AR module.
Perform other duties as required.
Job Qualifications:

Must be a high school graduate or equivalent G.E.D.
Must be able to apply basic accounting and math skills.
Knowledge of bookkeeping and auditing.
Ability to acquire knowledge of the client functions and procedures.
Ability to deal with and solve problems.
Ability to calculate and accurately compile data.
Ability to work with computerized word processing, spreadsheets, databases and software.
Ability to operate and maintain office equipment to include copy machine, calculator, computers and transcribers.
Ability to maintain confidentiality.
Ability to work under pressure and successfully function in a stressful environment
Ability to interpret and apply rules, regulations and guidelines.
Must be able to access, input and retrieve information using a calculator and computer.
Ability to communicate effectively, both verbally and in writing.
Must be able to organize, file and retrieve information.
Must be able to proofread documents with accuracy.
Must be able to work with minimal supervision, prioritize work and meet deadlines.



Skill - Required / Desired - Amount of Experience
High school diploma or GED. - Required
Prior experience working as an admin. processing travel reservations, processing payments, etc. - Required - 6 Months
Basic Accounting & bookkeeping skills - Required - 6 Months
Strong attention to detail and accuracy - Required
Strong organizational and time management skills - Required
Prior working exp. with word processing, managing spreadsheets, databases and financial software. - Required
Good communication skills, both orally and in writing. - Required


Notes:

Position is on-site, Monday through Friday from 8am to 4:30pm, 37.5H/week.

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status