Salary: $42,640 - $53,300 (depending on experience)

Schedule: Monday - Friday, 7.5 hours/day, 260 days/year

Job Goal: To provide support in all aspects of contracting process, accounts payable, and account receivable functions in a timely and accurate manner.

Performance Responsibilities:

1. Provide contract administrative support to the Director of Business and Operations, including preparing and processing contracts, agreements, and leases to ensure they meet CAIU standards and requirements.

2. Act as the primary contact for all contracting services and needs including independent contractors and staffing agencies; assist supervisors and staff in updating contracts and leases on an ongoing basis.

3. Ensure all contracts are properly executed and maintained in the contracting software; prepare the monthly contracting Board report.

4. Act as the day to day contact and primary administrator of CAIU contracting database(s) and software; update and troubleshoot as necessary.

5. Assist the Director of Business and Operations in establishing contracting processes, procedures, and workflow; provide advice and feedback as requested.

6. Maintain Certificates of Insurance (COIs) for outside vendors and employees who are required to provide proof of insurance; maintain background clearances and the like for independent contractors and volunteers.

7. Process invoices for payment (A/P); code and enter invoices into the general ledger; generate and mail invoices; record applicable journal entries (A/R).

8. Maintain an accurate record of payments, verify deposits, process credit card payments, maintain outstanding check list, and perform corresponding filing.

9. Complete the scanning and posting of A/P documents and AR invoices into the online document filing system.

10. Code and enter data for payment in relation to travel expenses, conference registration, credit card statements, and contractor transportation, ensuring accuracy and compliance with board policy.

11. Handles all requests for CAIU W9 and tax exempt documents.

12. Handles updating CAIU Intranet for business.

13. Collect P Card statement and backup and reviews for accuracy. Follows up and collects on tax due to CAIU.

14. Maintain working integration with PNC for positive pay implementation.

15. Prepare and maintain college credit reimbursement forms ensuring accuracy, verify approval, codes, and amounts.

16. Participate as a member of any cross-functional team as requested.

17. Attend professional development and trainings in order to remain abreast and current with best practices and all contracting requirements under the PA School Code and state and federal law.

18. Assume any other responsibilities as assigned by the Assistant Business Manager, Director of Business and Operations or his/her designee.

19. Assume any other responsibilities as assigned by the Executive Director or his/her designee.

Qualifications:

1. High school diploma or equivalent is required, Associates Degree in business administration, accounting, or similarly related field preferred.

2. At least three (3) years of in-depth secretarial or administrative support experience; ability to understand contractual terminology and make meaningful recommendations for change, required.

3. Proficiency in use of technology, such as Microsoft Office Suite and customized data systems, with expertise in Word and Excel; experience with and/or interest in learning contracting software, required.

4. Must be highly organized with strong capability in prioritizing and multi-tasking of competing demands to ensure deadlines are met.