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
$20.00 hourly

Job Location
College Station, Texas

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).The Business Associate III will be 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. This position will compose 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.

Required Qualifications:

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

Equivalency: Will consider an associate’s degree in a related field with three years of experience in general office, bookkeeping or personnel operations or a bachelor’s degree in a related field with one year of experience in general office, bookkeeping or personnel operations.

Required Licenses/Certifications:

• Must have a valid motor vehicle operator’s license or ability to obtain 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 is 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; ability to move up to 40 lbs. 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 upon request.
  
• 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 the 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.
  

Essential Duties and Responsibilities:

Contract, Grants, and Proposals - 60%

• Reviews, logs, and routes contractual documents to appropriate Agency signature authority and routes back to training programs for disbursement to customer for final signature and execution.
  
• Works with TEEX Office of Contracts Services to ensure new or updated policies and procedures are communicated to division staff.
  
• Responds to inquiries from internal and external clients concerning contract processes.
  

Accounts Receivable Processing - 15%

• Monitors revenue collections for the division, updates and maintains
  
• Monitors past due invoices, creating extension of credit requests and preparing past due letters to be sent out to customers.
  
• Processes and approves correction notice requests (CNRs) in accordance with guidelines provided by Financial Services.
  

Records Processing - 15%

• Identifies and coordinates the disposition of records based on retention guidelines.
  
• 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.
  

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/Veterans/Disability Employer.