Administrative Associate II

Job Title

Agency

Department

Proposed Minimum Salary

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Job Type

Job Description

The A&M System strives to maintain a competitive, high-quality benefit package to support the health and wellness needs of our workforce. This includes comprehensive health and welfare insurance plans, additional health and lifestyle programs, and optional retirement savings opportunities. Eligible employees will have access to paid leave programs in addition to 13-15 paid holidays each year. For more information regarding the benefit package go to: West Texas A&M University: Human Resources Benefits

NOTICE - All posted positions are subject to budget approval.

General Summary:

The Administrative Associate II reports to the Business Coordinator III (Library Procurement and Budget Coordinator) and is responsible for basic accounts payable and receivable for the purchase of resources for the library collections and for other library purchases. Includes the creation of requisitions and payments by credit card. Monitors for faculty and library staff requests for new materials and implements ordering and processing procedures as appropriate. Participates in library account reconciliation and reporting and maintains invoices in Alma, Library's ILS. Handles sensitive information in a confidential manner.

Responsibilities:

Library Procurement/Acquisitions – Accounts Payables Processing:

• Places orders for resources added to library collections and miscellaneous supplies and equipment.
• Performs functions required by university business office to facilitate payments of library resources and other library expenses via requisitions and credit card.
• Enters invoice information and purchase orders into Alma (Library's ILS).
• Verifies that all campus departmental charges are correct: monthly long-distance calls, telephone maintenance, IT maintenance, Print Shop, Post Office, Lock shop, and SSC.
• Assists Business Coordinator III with monitoring and reconciliation of Library financial accounts, ensuring payments are being made appropriately and in a timely manner.

Reporting/Recordkeeping:

• Enters and maintains monthly ProCard purchases. 
• Monitors for work order requests for new materials received through library Suggest a Purchase form. In coordination with Business Coordinator III, reviews requests and routes to the library's Collection Development Committee.
• Processes requests for new materials approved by the library's Collection Development Committee.
• Maintain current and accurate records of all purchases, license agreements, and payments for library materials.
• Reports any fiscal discrepancies or concerns to Business Coordinator III.
• Assists with year-end account reconciliation and financial reporting.
• Handles sensitive information in a confidential manner.

Library Procurement/Acquisitions – Accounts Receivables:

• Processes University interdepartmental requisitions (IDRs) for Interlibrary Loan charges.
• Processes reimbursement checks from Interlibrary Loan borrowing libraries for damaged or lost Cornette Library resources/materials.
• Processes library monetary donations, with the exception of Friends of the Cornette Library and Texas Poets' Corner monetary donations.
• Facilitates transfer of funds between Library accounts.
• Processes vendor refunds and credits.
• Serves as backup to the Business Coordinator III (Library Procurement and Budget Coordinator).
• Maintains 100% compliance with timely completion of required System, University and job-specific online training courses.
• This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions.  Other duties as assigned

Necessary Qualifications:

• High School diploma or equivalent combination of education and experience.
• Two (2) years of related experience performing resource purchase and payment activities.
• Experience in general office work and/or data entry.
• Experience with Microsoft products, especially Outlook, Word, and Excel.
• Ability to multitask and work cooperatively with others in a busy office environment with interruptions.
• Ability to pay attention to detail and accuracy.
• Strong verbal and written communication skills.
• Strong interpersonal and organizational skills.
• Ability to work with sensitive information and maintain confidentiality.

Preferred Qualifications:

• Bachelor's degree.
• Five (5) years of Library experience.
• Experience with Alma or other Integrated Library System (ILS).
• Bookkeeping experience.
• Extensive experience with Excel.

Applicant Instructions:

Please include the following with your application:

• Cover letter
• Resume
• Three references

Please attach all documents in the attachment box at the bottom of the "My Experience" page before continuing through the application.  Please use the "Upload" button to add each document individually. All revisions must be made prior to application submission.  If you need assistance with uploading documents, please contact WTAMU Human Resources at

Texas law requires all males age 18 through 25 to be properly registered with the Selective Service System.

Equal Opportunity /Veterans/Disability Employer. 

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution's verification of credentials and/or other information required by the institution's procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.

Salary : $15