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University of Tennessee, Knoxville · 23 hours ago

Utility Administrative Assistant - Facilities Services - UTK

Knoxville, TN

Full-time

Onsite

Entry Level

2+ years exp

The University of Tennessee, Knoxville is seeking a Utility Administrative Assistant for their Facilities Services department. This role provides invoice processing and accounting support, ensuring accurate recording of utility services and assisting with various administrative tasks.

Higher Education

H1B Sponsor Likely

Responsibilities

Performs accounting activities in the maintenance of accounting, financial, and payroll records according to established practices and procedures

Processes and audits accounting documents and personnel forms as follows: maintains and accounts for daily receipts; prepares invoices for processing, analyzes invoice for accuracy and completeness; verifies items received and verifies purchases made against Purchase Orders and Procurement Card; Reviews and participates in the preparation of purchase requisitions

Assist with Utility budget and budget accounting. Assembles and prepares utility data for general ledger posting verification. Checks for correctness and completeness of information

Works in conjunction with Purchasing and Accounts Payable units on processing orders. Verify that labor, materials, and service descriptions entered in the DASH work order system align with the work performed

Prepares time sheets for time entry of utility personnel; verifies time and payroll data with foreman

Assist with travel requests and travel expense reimbursement requests within DASH; advises on proper documentation and processing procedures to include conference registration or direct bill of airfare guidance

Issue work orders based on incoming requests and monitor them from creation to completion including verification of billing. Verify that labor, materials, and service descriptions entered in the DASH work order system align with the work performed

Coordinate service outages for utilities, maintenance and other facility units

Coordinate work and assignments with Maintenance Clerk and fills in during times of absence

Create or assist others with entering work orders, track time and purchase entries, completion of work, follow through close out and billing

Track overtime to ensure completeness and details on work orders. Compiles financial work order information for reports and utility usages

Maintain an organized system for work orders, leave records, service logs, and departmental documents

Responsible for clear and professional communication with staff, supervisors, customers, and accounting team. Serve as a point of contact for the unit

Qualification

Work Order Management SystemsCorporate Purchasing SystemsPayroll SystemsAccounting ExperienceTimekeeping ExperienceComputer ProficiencyExcelAttention to DetailCommunication SkillsTeamwork

Required

High School diploma or GED

Two (2) years of experience in administration, accounting, and/or timekeeping

Knowledge of Work Order Management Systems

Knowledge of corporate purchasing and payroll systems

Ability to use a computer and database, word processor, excel, email, and presentation software

Accuracy and attention to detail, ability to work under stress

Ability to work well with others and to be courteous even when being challenged

Knowledge of chart of accounts and billing processes

Benefits

Find more information on the UT Benefits here

Company

University of Tennessee, Knoxville

Glassdoor4.3

As the state’s land grant, research-intensive institution, the University of Tennessee, Knoxville, is a university that leads.

Founded in 1794

Knoxville, TN, US

10001+ employees

https://www.utk.edu

H1B Sponsorship

University of Tennessee, Knoxville has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (143)

2024 (100)

2023 (100)

2022 (83)

2021 (77)

2020 (108)