Job Details

Administrative Specialist

  2022-09-19     Cal Poly Corporation     San Luis Obispo  

PO# 3399712

Administrative Specialist

Cal Poly Corporation

Posting Details

Position Information

Job Title: Administrative Specialist

Posting Number: 201000659

Posting Type: Regular

Salary Range: $21.05-$31.57 per hour

Hiring Range: $21.05-$24.00 per hour

Full Time or Part Time: Full Time

Position Summary Information

Job Description Summary

Under the general direction of the Campus Dining Assistant Director-Finance, the Administrative Specialist is responsible for performing tasks related to dining plans (including maintenance of customer files and patron accounts) and assisting with maintaining the Micros POS database, accounting transactions, report preparation, customer service, and general administrative support.

Minimum Qualifications

• High school diploma or equivalent

• Excellent computer skills including proficiency in the use of Microsoft Excel and Word and computerized software and systems

• Attention to detail, accurate and precise data entry

• Ability to solve problems, prioritize, plan, organize, and meet time lines with a high degree of independence

• Critical thinker with ability to analyze data and processes, solve problems, and implement procedures

• Self-starter with the ability to manage multiple projects

• Able to clearly answer questions and to resolve operating and procedural problems

• Adept at establishing and maintaining cooperative and effective working relationships

• Excellent verbal and written skills and the ability to interface with all levels of staff and the broader university community, including students, faculty and staff, and the public

• Interpersonal skills including tact, patience, and courtesy

• Ability to maintain regular and reliable attendance

• A background check is required for all regular benefited positions

• The person holding this position is considered a ‘mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment

Preferred Qualifications

• Previous experience in use of POS system, including data input and running reports preferred

• Previous experience in CS Gold or dining plan set-up and maintenance preferred

Physical Demands

• Hearing and speaking to exchange information in person or on the telephone

• Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator

• Seeing to read a variety of materials

• Sitting or standing for extended periods of time

• Physical agility to lift, carry, push, or pull objects

• Walking to units spread throughout campus

Typical Essential Functions

• Set up and maintain dining plans in CS Gold, and work closely with IT to develop, implement, and maintain plan rules. Monitor and assure plan rules are accurate and functioning properly on an ongoing basis

• Work with IT to process dining plan charges and changes

• Process dining plan cancellations, including updating StarRez and CS Gold

• Track and add meals in CS Gold for Meal Share program

• Run plan usage and balance reports in CS Gold and BOE/Cognos as necessary

• Maintain Micros database and GrubHub accounts, including addition of new items and pricing updates for routine menu rotations

• Maintain records for dining plans in StarRez in coordination with University Housing

• Prepare and update procedural documentation for Micros and other systems

• Review sales taxes on POS items in Micros and GrubHub to maintain compliance

• Assist in POS hardware set up and maintenance

• Work with IT to resolve system issues that may arise

• Analyze program failures and implement appropriate corrective action

• Process payments and journal entries for royalties, commissions, rent, and meal sales

• Perform duties related to cash receipts, dining plan, Campus Express, and third party vendor activity

• Assist in reviewing monthly inventory counts and assist units with inventory processes and controls

• Reconcile accounts receivable, clearing and deferred income accounts

• Customer service for dining plans, including thorough knowledge of plans and processes

• Assist in monthly invoicing, including for delivery logs and catering events

• Perform daily and weekly POS register reporting duties, including pulling POS reports, recording and reconciling daily sales

• Work with the Director and Assistant Directors to develop and implement training programs for operational staff

• Perform other duties as assigned

Special Instructions to Applicants

Cal Poly Corporation provides excellent benefits including medical, dental, vision, life insurance, retirement, paid sick leave/vacation and holidays. This position is benefit eligible.

This position is eligible for partial teleworking after an initial training period is completed. Employment is contingent upon the successful completion of a criminal background check, educational and employment verification, and reference check, as required.

The California State University system (CSU) requires that students, faculty, and any employees of organizations who access campus, or any CSU facilities, to be either fully vaccinated or qualify for a medical or religious exemption. Please note if you are chosen for a position with the Cal Poly Corporation you will be asked to fill out a Vaccine Attestation once you are hired. This attestation will ask if you are vaccinated or asking for a medical or religious exemption.

AA/EEO/Disability/Protected Veteran Employer

Posting Detail Information

Open Date: 08/26/2022

Open Until Filled: Yes

To apply, please visit:

Do not contact this company in solicitation of any product or service.

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