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The University of Tennessee Health Science Center · 6 hours ago

Utility Administrative Assistant - Facilities Services - UTK

Knoxville, TN

Full-time

Onsite

Entry Level

2+ years exp

The University of Tennessee Health Science Center is seeking a Utility Administrative Assistant to provide invoice processing and accounting support for the Utility Department. The role involves maintaining financial records, processing invoices, and coordinating work requests across utility subunits to ensure accurate billing and service tracking.

Health CareHigher EducationMedical

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 SystemsAccountingDatabase ProficiencyExcelWord ProcessingTimekeepingAttention to DetailCommunication

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

Company

The University of Tennessee Health Science Center

Established in 1911, The University of Tennessee Health Science Center aims to improve human health through education, research, clinical care and public service.

Founded in 1911

Memphis, Tennessee, USA

1001-5000 employees