EXECUTIVE OFFICE SPECIALIST

Position Number: S-3474

Position Summary:

Duties performed are of a complex and varied clerical/technical nature, usually supporting a major function, department, or unit of the University. This is the most senior level clerical job handling substantial clerical/administrative details and duties. It incorporates elements of other levels with a majority of effort associated with more complex clerical technical support services or programs. The level of independence at this level has a high degree of autonomy/responsibility for complex duties that may be broad and varied or narrow but focused. 

Required Qualifications:

• High school diploma or GED . • Four years of qualifying experience or a combination of education and experience that equates to four years. • Experience with Microsoft Word. • Customer service experience. • Spreadsheet and/or database experience. • Organizational skills with strong attention to detail. • Demonstrated positive interpersonal skills. • Effective verbal and written communication skills. • Ability to project a positive attitude. • Ability to manage multiple projects and meet deadlines with accurate results. • Ability to compose, proofread and edit correspondence. • Ability to perform the essential functions of the position with or without reasonable accommodation.

Preferred Qualifications:

• Knowledge of specific software programs and/or mainframe/systems skills (i.e. Excel, Access, SAP ). • Demonstrated ability to maintain web pages.

Duties & Responsibilities:

• Reviews faculty and graduate assistant personnel transaction forms, determines benefit eligibility and bargaining unit status, and drafts and issues corresponding contract letters, customizing language consistent with collective bargaining agreements and appropriate benefit status. • Responsible for managing the graduate assistant appointment letter distribution, coordinating each semester with CMU HR/SAP necessary updates to the various letter templates and attachments and testing the reports; executes the audit report and analyzes the audit data, and executing the distribution report; retrieves and retains all processed letters and maintains master distribution list. • Acts as the first point of contact for all new faculty and graduate assistants, preparing and assisting with onboarding, including tracking, collecting, and processing of new hire paperwork. • Conducts criminal history checks, as needed. • Responsible for updating and maintaining an Access database and FTE report for faculty salary budgeting; audits and analyzes data and prepares university wide report as well as customized by-unit reports; this includes compiling various reports for Academic Planning & Analysis for annual data freeze. • Responsible for SAP data entry for faculty and graduate assistant payroll and personnel activity, including but not limited to cost distribution changes, overloads and supplemental assignments, address changes, name changes, residence status, etc.; provides backup for processing other employment activity, as needed. • Executes reports in SAP , including but not limited to Affordable Care Act Workhour Limitation reports, Separation SharePoint report, State of Michigan Completes new hire reporting, as well as other ad hoc reports, as required. • Oversees all document scanning of employee personnel files and acts as the liaison with OIT on matters related to Perceptive Content. • Serves as backup for department's website collaborator by assisting with day-to-day maintenance of the Faculty Personnel Services' website and associated pages and SharePoint sites. • Represents FPS to faculty, graduate assistants, department personnel and the general public; responsible for answering and/or triaging as appropriate questions received via walk-in, FPS' desi