Utility Administrative Assistant Facilities Services UTK

This position provides invoice processing and accounting financial and payroll support for the Utility Department including the steam plant. This person serves as a key liaison between accounting customers and utility operations ensuring accurate recording of utility services work orders labor entries and billing data. The role supports timely invoicing correct chart-of-accounts coding vendor payments and accurate time and payroll records. Additional duties include administrative support document management and coordination of work requests across utility subunits to ensure proper tracking and closeout.

• 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.

Required Qualifications

• Education
  • High School diploma or GED
• Experience:

  • Two (2) years of experience in administration accounting and/or timekeeping

Knowledge Skills Abilities:

• 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.

Work Location

• University of Tennessee Knoxville TN Campus
• This is an on-site position

Compensation and Benefits

• UT market range: MR05
• Find more information on the UT Market Range structurehere
• Find more information on UT Benefitshere

About The College/Department/Division

UT Facilities Services is responsible for the care and keeping of more than 300 facilities and utilities systems in and around Knoxville. As the University of Tennessee Knoxvilles largest non-academic department team members are responsible for facilities maintenance and repair custodial needs landscaping and lawncare utility work in-house and capital construction projects facilities planning and design environmental initiatives pest control campus event services and facilities administration functions for both the flagship campus and the agricultural institute. The Facilities Services staff provides around-the-clock coverage to ensure students staff faculty and fans have a consistent and positive experience every time they step foot on Rocky Top.