Job Description:

Equal Opportunity Employer/Veterans/Disabled


Portland State University


Position Details
Position Details

Proposed Start Date	01/02/2025
Classification Title	Office Specialist 2
Working Title	Transaction Specialist
Department	200221 - Fiscal Office Office of AISS
Position Number	D92775
Representation	OP - SEIU/OPEU Local 503
Position FTE	Variable 1.0 FTE
End date, if applicable

Position Summary

Brief Description of PSU/School/Dept	Portland State University is Oregon’s most affordable public research university, located in the heart of one of America’s most dynamic cities. Our mission to “let knowledge serve the city” reflects our dedication to turning ideas into action — in Portland and around the world. The city is our campus, giving students unmatched access to career connections, a vibrant cultural scene and hands-on learning experiences with hundreds of community partners. More than 27,000 students from all backgrounds bring diverse perspectives to our classrooms and campus life, from the tree-lined Park Blocks to the bustling Urban Plaza and state-of-the-art science labs. We are proud of our world-class faculty, groundbreaking research and international reputation for excellence in sustainability, community engagement and innovation.
Position Summary	This variable 1.0 FTE position serves units within the Office of Academic Affairs (OAA) supporting work across multiple units, schools, colleges and also works in collaboration with Sponsored Projects Administration (SPA) at Portland State University. The position reports to the Staffing Operations Manager and is part of the Academic Innovation & Student Success (AISS) Fiscal Office team. The Transaction Specialist processes transactions, processes HR-related paperwork, including effort reporting, completes all University Financial Services processes, including payables through Banner and completes project-related forms. Coordinate HR-related tasks and process paperwork, review time sheets, initiate EPAFs, and coordinate approvals; prepare appointment letters and related hiring paperwork; prepare and post graduate assistant tuition remissions and fees to the appropriate sponsored projects, check graduate student registration records to ensure eligibility according to GEU collective bargaining agreement as well as unit policy; prepare labor distribution forms, resolve discrepancies as needed Complete accounts payable transactions: Review and enter grant-funded invoices into Banner for payment after securing required approvals; act as liaison with vendors as needed; ensure timely and accurate payment to vendors; scan and upload electronic documents following established business office processes; enter journal vouchers in Banner as needed or as requested by SPA team members Create, process, track, and reconcile Labor Distribution Forms; track all appointment end-dates to ensure no lapse in employment or overpayment; reconcile all payroll expenditures (including time sheets, LDFs, etc.) that are charged to sponsored projects, using research and analytical skills to problem-solve and troubleshoot as needed Place orders for staff/faculty when requested and enter purchase orders in Banner Complete Personal Service Contracts/Invoices (PSC/PSI); coordinate PSC/PSI process and document flow from inception to completion Act as procurement Card (P-card) Custodian/Business Manager: Maintain the card’s security, monthly transaction log, purchasing records, and proof of delivery/services rendered; communicate with vendors as needed; distribute transactions in Banner; reconcile transactions with monthly bank statement; follow procurement card policies and procedures in all transactions, or approve transactions as Business Manager as needed Coordinate and assist in processing quarterly Personnel Activity Reports (PARs)/Effort Reporting Provide estimates of Other Personnel Expenses (OPE) by employment type to DRAs or other SPA staff for proposal budgets and spending projections: Calculate actual fringe benefits; track and calculate vacation pay-out; understand leave accruals; understand and calculate retirement benefits Coordinate with Supervisor, DRAs, investigators, and other SPA staff on sponsored projects to initiate monthly time sheet approval; save required back-up documentation; reconcile time sheet postings prior to month close Attend HRascals meetings, regular team meetings with supervisor, co-workers and other meetings, as directed Track and maintain accurate, organized, and up-to-date electronic files on the shared drive, as part of efficiently fulfilling all other duties.
Minimum Qualifications from Classification	Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate’s degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology AND one year of general clerical experience. Note: College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
Additional Minimum Qualifications for this Position
Preferred Qualifications	A Bachelor’s degree Related experience handling documentation in a complex environment Experience supporting work with contracts or agreements Knowledge of, or experience in, a university environment or comparable experience Advanced experience in mail merging processes using Word and Excel programs
Key Cultural Competencies	Creates an environment that acknowledges, encourages and celebrates differences. Functions and communicates effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities and cultural backgrounds. Seeks opportunities to gain experience working and collaborating in diverse, multicultural, and inclusive settings with a willingness to change for continual improvement. Adheres to all PSU policies including the policies on Prohibited Discrimination & Harassment and the Professional Standards of Conduct.
Environmental Stewardship	Contributes to a culture of environmental stewardship, practices resource conservation, and actively works toward achieving long-term sustainability goals.
Work Days/Hours	Monday through Friday, 8a.m. to 5p.m.
Total Compensation Range & Benefits Statement	The starting hourly salary rate for this position will be $17.59 per hour. The starting salary may be negotiable above this range, however it will be dependent upon the knowledge, experience, skills and abilities of the chosen candidate, the budget of the hiring department, and approval from HR. PSU’s excellent benefits package includes 95% premium paid healthcare; a generous retirement and vacation package; and reduced tuition rates for employee, spouse or dependent at any of the Oregon Public Universities.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you meet the minimum qualifications for the position as outlined below?* Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR* An Associate’s degree in Office Occupations or Office Technology; OR* Graduation from a private school of business with a Certificate in Office Occupations or Office Technology AND one year of general clerical experience.Note:College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
   • Yes
   • No
2. * Please describe your customer service philosophy (limit 150 words).

   (Open Ended Question)

3. How did you first find out about this position?
   • PSU Website
   • Indeed.com
   • HERCJobs
   • Urban League of Portland
   • Hispanic Metropolitan Chamber
   • Oregon Employment Department
   • Social Media
   • Person Referral
   • Career Builder
   • Glass Door
   • Other - Please describe in the next Question

Applicant Documents
Required Documents

1. Resume
2. Cover Letter
3. Professional References

Optional Documents

PI255401988

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