Business Office Secretary - San Antonio Campus

Posting Date: June 25, 2018

Location: Wayland Baptist University -  San Antonio

Supervised By: Business Office Manager

Position Classification: Non-Exempt

Position Supervised:  None                                                                                           

General Responsibilities: The Business Office Secretary provides clerical and administrative support activities to fulfill the Business Office duties. Verifies completeness and accuracy of work, computations, and records. Interacts with coordinates, or performs activities associated with correspondence with the Plainview campus. Consults with supervisor and other personnel to resolve problems, such as equipment performance, output quality, and work schedules. Provides related services to students and staff. Files records, correspondence, cards, invoices, receipts, and other records. Locates and removes material from file when requested. Returns material to file upon completion. Reviews folders and other files to determine proper order of materials and re-files according to File Order Procedures. Works closely and corresponds with and advises students regarding Wayland policies and procedures concerning Business Office matters.

Specific Tasks and Duties:

1.  Implements policies and procedures for the general operation of the Business Office
2.  Establishes and maintains interpersonal relationships with co-workers and students
3.  Maintains information files and processes paperwork
4.  Organizes, plans and prioritizes work to meet specific goals
5.  Documents and records information through data entry, transcribing, recording, storing, or maintaining information in written or electronic form
6.  Answers telephone and provides information/assistance
7.  Sorts or classifies information, according to content, purpose, user criteria, or chronological, alphabetical, or numerical order
8.  Locates and retrieves files upon request from authorized users
9.  Places materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information
10. Removes or destroys out dated materials in accordance with file maintenance schedules or legal requirements
11.  Scans or reads incoming materials to determine filing order or location
12.  Assigns and records or stamps identification numbers or codes to index materials for filing
13.  Inspects or examines materials or files for accuracy, legibility, or damage
14.  Inserts additional data on file records (i.e. telephone numbers, address changes, etc.)
15.  Authorizes or documents materials movement, using logbook or computer and traces missing files
16.  Makes copies of data and records, using photocopying equipment
17.  Faxes materials as required and within the policies regarding privacy and confidentiality
18.  Maintains file security and adheres to policies regarding privacy and release of sensitive information
19. Communicates effectively with supervisors and peers – provides information to supervisors and co-workers by telephone, in written form, e-mail, or in person
20. Performs necessary support for registration and graduation
21. Works in a cross-functional team capacity to develop, coordinate and implement the registration schedule and process
22.  Audits student financial accounts
23.  Prepares billing for government and employer tuition assistance programs
24.  Prepares related documents for manifest to the Plainview Campus
25.  Reconciles the Aging Report for San Antonio students
26.  Provides customer service on a walk-in basis and telephonically, and operates fax machines, copy machines, and telephone equipment
27.   Greets students, answers questions, and advises students in financial assistance matters
28.   Processes billing and accounts receivables for government and employer tuition assistance programs  

The above statements are not a complete list of all responsibilities and duties performed by employees in this job. Employee may perform other related duties as assigned by the Business Office Manager.

Minimum Qualifications: 

1.   High School Diploma or GED required with emphasis on office management/office skills desired
2.   Bachelor’s degree in business or related skills highly desired

Experience & Knowledge:

1.  Experience in a university administration setting, preferably student records office or registrar office
2.   A deep commitment to Christian Higher Education and agreement with the purposes and philosophy of higher education as promoted by the Baptist General Convention of Texas in general and WBU in particular
3.   An understanding of and commitment to work with educational programs related to churches, businesses, industries, and the military

Skills & Abilities:

1.  Must possess good computer skills with Microsoft Word, Excel, and PowerPoint experience
2.   Must possess a working knowledge of the University Power Campus and other related software programs
3.   Must possess good verbal and written skills plus good listening skills
4.   Must be detail-oriented and have good organizational skills
5.   Ability to understand and interpret personnel policies and procedures
6.   Ability to be flexible, prioritize and available to work extended hours as needed
7.    Ability to follow directions and work cooperatively with others
8.    Service orientation – actively looks for ways to help people and solve their problems


Employment is subject to an introductory period to monitor employee performance.   If hired, the prospective employee must present documentation within three (3) days of hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE).  Employee must be able and willing to travel..  Must be able to operate a licensed motor vehicle, possess a valid state driver’s license.  Must have and maintain a satisfactory driver’s record.

The University: Wayland Baptist University is a four-year liberal arts university. The institution is affiliated with the Baptist General Convention of Texas. The Wayland Baptist University System is comprised of the Plainview campus, which is predominately a residential campus, twelve external campuses, and the WBUonline offering courses in a broad range of academic areas.

Learn About Us: Candidates are encouraged to learn more at About Wayland.

Application Procedure: Applications may be submitted online or you may download it from the top of this web page by clicking on Application for Employment.

Interested individuals MUST submit the following information: 
1. Letter of Interest

2. Completed University Application of Employment with Faith Statement (Link to Application Below)

3. Current Resume

4. List of Current References

Please send this information to:
Ron Appling, Director of Human Resources
Wayland Baptist University
1900 W. 7th Street, CMB #1274
Plainview, TX 79072
Phone: (806) 291-3451
Fax: (806) 291-1981

Application Deadline:
Position will remain open until filled

Wayland Baptist University does not illegally discriminate in employment opportunities or practices on the basis of race, color, sex, national or ethnic origin, age, disability, or genetic information. Under federal law, the university may discriminate on the basis of religion in order to fulfill its mission and purposes.