Position Number: 028998
Salary
Range: $37,523.00 – $73,632.00 Hires at Minimum
Position Type: Classified
Staff
Department: Controller’s Office
Responsibility / Duty
FUNCTION OF WORK: THIS
POSITION PROVIDES ADMINISTRATIVE SUPPORT TO THE CONTROLLER’S OFFICE WHICH HAS 5 AREAS THAT INCLUDE ADMINISTRATION, PAYROLL, GRANTS, ACCOUNTS
PAYABLE AND FEE COLLECTIONS. THE ASSISTANT VICE PRESIDENT FOR BUSINESS AFFAIRS & ETHICS REPORTS TO THE EXECUTIVE VICE PRESIDENT FOR FINANCE
& ADMINISTRATION.
Perform administrative duties and support activities such as compose memos and correspondence relative to decisions
and policy matters within the Controller’s Office. Compile and type special or one-time reports, summaries, or replies to inquiries,
selecting relevant information from a variety of sources such as reports, documents, correspondence, or other offices, etc. Independently
perform advanced clerical and routine administrative duties. Conduct and maintain annual inventory of property within the Controller’s
Office. Prepare necessary documents as needed throughout the year when changes are made to property. Assist the Assistant VP for Business
Affairs & Ethics in recruiting student workers, make recommendations, assists new employees with the implementation of office policies and
procedures. Prepare necessary documents for new employees such as key request and Computer Services task to establish e-mail and network
capability. Exercise judgment and initiative to determine the approach or action to take in non-routine situations for employees or visitors
who need to transact business with the offices that currently have 16 employees. Answer the main telephone line to the office, screen calls
and determine which calls are of immediate importance and determine where the call needs to be directed. Greet and direct visitors including
students, parents, potential students and university faculty and staff. Reply to inquiries regarding office policies, procedures, and
services which the office provides. Have knowledge of related departments in order to assist students, faculty and staff. Review and
distribute mail to office employees.
Through periodic conferences with the Assistant Vice President for Business Affairs & Ethics and
Executive Vice President for Finance & Administration, receive various work assignments and projects. Assist in the preparation of various
quarterly reports such as Affiliated Organizations’ Payments to or On Behalf of University Employees and Operating Budget Analysis Report.
Through the direction of the Assistant VP for Business Affairs & Ethics, prepare and submit monthly Non-Facs Warrant to University of
Louisiana System to request general funding. During Louisiana Legislative Session, assist in preparing and submitting Legislative Fiscal
Notes as needed. Assist in the solution of certain organizational administrative and departmental problems. Make suggestions for installing
new or revising present work procedures in order to make necessary improvements.
Responsible for processing monthly, and as needed
invoices to various entities for services provided on campus. Such invoices include rent, postage and public records requests. Also
responsible for the maintaining and monitoring of accounts receivables of invoices that are processed in the Controller’s Office and
Purchasing Department.
Responsible for maintaining the Tuition and Fees page on the Nicholls State University website which involves
updating the page on a regular basis to ensure that all information related to tuition and fees is accurate and current. Responsible for
updating the tuition and fee information which is provided to the office the Vice President for Academic Affairs that is include in the
University Catalog. Design and manage the webpage for the Controller’s Office which involves ensuring that all forms and information is
current. Attend web training as needed to remain up-to-date on managing a webpage.
Percentage Of Time:
50
Responsibility / Duty
Responsible for organizing, maintaining and updating files for the offices relating
to financial matters, budget, registration, fees, exemptions, scholarships, campus projects, oil royalties, exemptions, committees and
miscellaneous information. Keep a current listing of all university fees and/or charges as they are approved with proper documentation by
maintaining a master list of fees. Maintain various manuals within the office such as the Board of Supervisors for the University of
Louisiana System Policy Manual, Policy and Procedure Memorandum Manual, Safety Manual, State of LA Loss Prevention Bond & Crime Policy and
Procedures Manual and Controller’s Office Directory of Files. Direct or execute routine processing of paperwork, record keeping, and
tabulation of data. Knowledge of Microsoft Word, Microsoft Excel and Google Apps Mail for the purpose of repetitive letters, report drafts,
mailing lists, forms and accounts. Maintain Google calendar for office. Maintain various forms for distribution throughout the
university.
Receive Accounts Payable disbursement checks and prepare them for mailing and/or disbursement which includes folding
checks, matching checks with appropriate enclosures, stuffing and sealing envelopes. Receive completed forms for Faculty/Staff fee
exemptions and determines eligibility of exemption. Prepare petty cash checks for authorized signature to reimburse employees of the
university, for small, emergency expenditures. Once processed in the Controller’s Office, Professional Service Contracts are delivered to
appropriate department for signature. Responsible for notifying the originator, Grants Supervisor and Procurement Manager through e-mail
that the contract has been processed and delivered.
Independently maintain the supplies necessary to operate the office which
involves preparing monthly supply order either via electronic purchase order or using LaCarte Purchase Card. This includes all printed
forms, tax documents, envelopes and check stock for accounts payable checks. Create and track for approval all necessary work for electronic
purchase requisitions. Provide necessary documentation to the Department of Purchasing for LaCarte card purchases. Receive supplies and
properly store them. Responsible for organizing and maintaining the office supply room in an orderly manner. Responsible for making sure
general office equipment is in working order. Contact responsible party if repairs are needed. Prepare work order for any service that is
required in the offices. Coordinate time for work to be executed. Follow through to make sure that work was completed as
specified.
Maintain data file on the university’s personal mileage reimbursement monthly in order for the Director of Purchasing to
prepare the Payroll and Vehicle Exposure Report. Submit monthly Reimbursement for Personally Owned Vehicle Use to Louisiana Property
Assistance Agency. Prepare the university’s interviewee travel and special meals report semi-annually for the Assistant Commissioner for the
Division of Administration. Accumulate any manual faculty/staff payroll attendance and leave records each pay period and prepare them for
processing in the payroll area. Through coordination with the Accounts Payable supervisor, compile data, prepare and submit the unclaimed
property report electronically to the Louisiana State Treasurer’s office. Working with the Assistant VP for Business Affairs & Ethics,
prepare and file / distribute IRS Forms 1042 and 1042S.
Percentage Of Time: 25
Responsibility /
Duty
Maintain University scholarship accounts. Process all deposits, ACH payments, complete journal entries, keep records,
tabulate data and set up new accounts as needed. Check the Office of Statewide Reporting and Accountability website and the Louisiana
Division of Administration website to verify that ACH payments for TOPS, Go Grant, Rockefeller and/or Chafee scholarships have been cleared.
Notify Financial Aid/Scholarship Office when funds are received. At the end of each semester, balance all scholarship account which includes
verifying deposits into Banner, preparing memos to appropriate authority to transfer funds from various entities and research any negative
balance. Communicate with Scholarship Coordinator as needed regarding scholarship matters.
Prepare monthly endowment/investment
report using copies of CDs and various entries that were made during the month. Verify changes made on report with Banner. Check totals on
report with monthly bank statements. Provide copy of the report to the Assistant VP for Business Affairs & Ethics, Assistant Controller for
Reporting & Compliance, Executive VP for Administration & Finance, and Accountant 1. Prepare annual cash balance and investment reports as
of June 30th as per Banner. Prepare cash balance and investment reports as of June 30th of account balances by bank which includes accrued
interest as of June 30th for investments to be reported in Note C of the Nicholls State University financial statements.
Prepare
monthly payment vouchers for various benefit invoices received from Human Resources Benefits Coordinator.
Percentage Of
Time: 20
Responsibility / Duty
During registration peak times, assist students by
answering/directing them with questions regarding tuition/fees. Receive information on National Guard Tuition Exemption for students. Notify
said agency regarding the status of student. Also notify student by mail of responsibility to pay if they did not meet the requirements to
receive the exemption. Provide a breakdown of tuition and fees on letterhead as requested by students throughout the year by exporting fee
information from Banner Student and downloading and formatting in Microsoft Word.
Coordinate the student workers’ schedule. Schedule
employees for any training/workshop held. Notify employees of current policies/changes. Maintain good working relations with students,
faculty and staff. Assist employees of the Controller’s Office with various issues as needed.
Perform any other office duties that may be
required from time to time for the smooth operation of the Controller’s Office.
Percentage Of Time:
5
Minimum Experience Required
MINIMUM QUALIFICATIONS:
Four years of experience or training in
administrative services.
EXPERIENCE SUBSTITUTION:
Every 15 semester hours earned from an accredited college or university will be
credited as six months of experience.
Other Minimum Requirements
Applicants must complete the
application in its entirety with an electronic signature and date.
If education and employment history are not completed, the application
will be disqualified.
Resumes will not be accepted as a substitute for the
application.
Please include any current and previous employment at Nicholls State University. Personnel
files are not pulled for application purposes.
Applicants claiming education as a substitution for work experience
must have their Official College Transcripts delivered to the Human Resources Department at [email protected] or emailed directly to [email protected] prior to the job closing date.
Unofficial transcripts are NOT accepted.
Test(s) Required
No Test
Required.
Employment Year: Fiscal Year
Employment Basis: Full-time
Closing
Date: 10/26/2025
Quick Link for Postings: https://jobs.nicholls.edu/postings/8947
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