Tribe Card Services Specialist II

About this role

Job Requisition: JR101999 Tribe Card Services Specialist II (Open) Job Posting Title: Tribe Card Services Specialist II Department: CC00417 WM001 | WMUO | Identification Office Job Family: Staff - Administrative & Office Support Worker Sub-Type: Regular (benefited) Job Requisition Primary Location: Campus Center/ Unity Hall Primary Job Posting Location: Posting Location - William & Mary Job Description Summary: Unit Mission Statement: The mission of Business Affairs is to support W&M as a leader among liberal arts and science universities by providing excellent service that is efficient, inclusive, transparent, and accountable. In delivering service, Business Affairs maintains a focus on collaboration, continuous improvement, best-in-class technology, and the strategic and sustainable use of university resources while maintaining compliance with attention to corporate social responsibility both within the institution and among its suppliers.

Position Summary: Tribe Card Services reports to the Office of Auxiliary Services which provides a variety of products and services that support and enhance campus life for students, faculty, staff, alumni, and guests. Tribe Card Services is committed to fostering an environment that promotes the diversity of creativity, excellence, thought, culture and educational opportunities throughout the auxiliary enterprise at William & Mary.

Our office has a direct service, place-specific operation and employee presence is critical. The Tribe Card Services Specialist II delivers exceptional front-line customer service, responding to general inquiries from Campus visitors, faculty, staff, students, parents, and affiliates. The position is responsible for managing front office operations and upholding existing policies and procedures of William & Mary and Tribe Card Services.

The Tribe Card Services Specialist II job responsibilities include but are not limited to:

• Provide excellent customer service, uphold client confidentiality and applicable William & Mary processes and policies. Keep abreast of all new and updated financial policies and processes for William & Mary and the State.

• Operate and troubleshoot all standard office equipment and software including but not limited to, card printers, card laminators, soft phones, i-pads, scanners, copiers, Microsoft Office Suite, Instant ID card production software, cellular devices, POS system, Clover Device, TEAMS, Buy W&M procurement, and Workday finance. Assist in the training of TCS office Staff on all standard office equipment and software and update training materials as needed.

• Oversee/Process daily office operations including daily card production, POS operation, comply with established W&M cash handling procedures, complete/review daily deposit transmittals, and complete/review accounting journals. Assist the TCS Manager with Fall & Spring Orientation Tribe Card production and distribution to W&M campus programs. Perform transactions for student meal plan adjustments in the Atrium or Banner system as appropriate.

• Accurately download and save transaction files with supporting documents in accordance with established office procedures, including daily upkeep of digital/printed files. Record daily deposit amounts and Accounting Journal data to the monthly Reconciliation sheet.

• Monitor and respond to emails in the shared Tribe Card Services email Inbox. Answer any TEAMS phone calls to the TCS office and provide accurate information to inquiries. Timely upkeep of digital shared office calendar for orientation programs requesting Tribe Cards. Monitor and respond to Department requests for Staff replacement Tribe Cards.

• Maintain adequate inventory of card production and equipment supplies and other office needs. Procure Tribe Card Services supplies and equipment according to State policies and William & Mary SPCC guidelines through the Buy W&M system. Job Description: Required Qualifications: • HS graduate or equivalent. • Working knowledge of professional office practices and procedures. • Proficiency with Microsoft Office Suite: Word, Excel, Outlook, as well as general website searches. • Experience with or demonstrated ability to learn card production software and apply new skills quickly and accurately . • Exceptional attention to detail and organizational skills and the ability to execute complex. instructions with precision, ability to troubleshoot and resolve technical issues. • Prior customer service experience. • Excellent interpersonal skills with ability to interact with all levels of personnel and the general public in a professional and effective manner. • Experience with a POS system, financial processing and preparation of POS transaction deposits. • Experience or demonstrated ability to timely detect, research and correct transaction discrepancies. • Demonstrated proficiency in the administration and reconciliation of financial plans. • Knowledge of Generally Accepted Accounting Practices (GAAP). • Records management experience with the ability to manage multiple calendars, using an automated calendaring system. • Consistently maintain accurate, up-to-date records and digital files; ability to assemble financial data and event documents. • Excellent interpersonal, written and oral communication skills with the ability to professionally respond to inquiries via telephone, e-mail or in person. • Valid driver’s license. 

P referred Qualifications: • Associate degree or above in business administration, Finance or another related field • Working knowledge of Commonwealth of VA state policies. • Knowledge of Workday Finance and Human Resources platforms. • Knowledge of Banner Students Accounts, exposure to or experience with Workday, and Clover devices. • Experience with the Atrium, Instant ID or other enterprise campus card systems, card production and card design software. • Previous experience in a higher education environment; familiarity with Auxiliary Services operations. • P

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