Administrative Associate IV

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

General Summary

Along with other Library Administrative Associate IV, keeps the library's administrative office running on a day-to-day basis by acting as a receptionist, answering phone calls and welcoming guests. Provides library patrons calling or visiting the administrative suite with general information regarding library policies and procedures. Composes correspondence, reports, and surveys for library administration. Maintains and updates library administration files, following retention policy. Responsible for internal paperwork for establishing new library employees and maintains staff files. Orders capital equipment purchases in consultation with Director of Information and Library Resources and Associate Director/Head of Assessment and Compliance. Responsible for bookkeeping regarding non-library resources procurement. Acts as backup to Library Resource Procurement Coordinator in all functions involving library resource procurement and activation. Processes travel for library staff. Acts as treasurer for the Friends of the Cornette Library Board and secretary for the Texas Poets' Corner Advisory Board, assisting both boards with mailings, correspondence and/or updating of website, and ordering giveaways and food for events. Serves as backup to the other Library Administrative Associate IV. May be asked to work nights and weekends.

Responsibilities:

Library Administrative Office Management:

Acts as receptionist for library administrative office, answers telephone, provides information regarding library policies and procedures. Uses office PC to compose correspondence, interoffice memos, and various reports in accordance with instructions from library administration personnel. Maintains and updates library administration files, following University retention policy. Orders capital equipment purchases for library and in consultation with Director of Information and Library Resources and Associate Director/Head of Assessment and Compliance determines appropriate vendor. Handles sensitive information in confidential manner. Keeps Cornette Library's policy manual and Library administrative associate manual current; updating as needed. Provides clerical assistance to the Associate Director/Head of Outreach and Instruction and assistance with library events. Completes documentation needed by the Texas State Library for Interlibrary Loan reimbursement. Meets with Director of Information and Library Resources on a regular basis and with library administration office staff weekly to foster communication among office staff and to address any concerns. Organizes Bertie May Williams Scholarship selection process by notifying committee members, sending applicant information to committee members, and arranging the committee’s meeting to select scholarship recipient(s). Also notifies recipient(s) of their scholarship award and completes appropriate paperwork for the recipient(s) to receive their award, including what is needed by the University Scholarship office.

Library Personnel:

Produces internal paperwork for establishing a new library full-time employee (employment information form, schedule, key request, IT forms, etc.). Acts as Workday alternate for library administration and library unit heads. As Workday alternate, approves payroll and other HR generated requests in Workday in the absence of library administration staff and supervisors. Maintains staff personnel files. Maintains library flower and gift fund in adherence with library policy on sickness/deaths and retirements.

Bookkeeping:

Receivables:

Processes University interdepartmental requisitions (IDRs) for Interlibrary Loan and library photocopier charges. Processes reimbursement checks from Interlibrary Loan borrowing libraries for damaged or lost Cornette Library resources/materials. Processes library monetary gifts. Processes monetary gifts to the Friends of the Cornette Library.

Payables:

Handles non-library materials/resources procurement, except for office supplies. Determines method of payment and account in keeping with guidelines from the University and the Director of Information and Library Resources. Uses University’s Colleague System to create requisitions to pay vendors and for tracking purchase orders. As a University procurement card case manager for library personnel ordering non-library resources/materials, allocates credit card charges to the appropriate account using the University procurement card vendor’s online site. Prepares all paperwork to submit to the Purchasing Department by the established deadline. Posts all non-library resources/materials charges such as telephone, computer/printer maintenance, postage, and Gold Card maintenance by account number to Library Budget Overview spreadsheets. Verifies monthly long distance call report, assuring that all calls are business calls before authorizing payment.

Library Travel:

Assists library staff on proper travel procedures. Produces notification of absence forms in Colleague for all approved travel. Types travel vouchers for library staff reimbursement for travel. Acts as custodian of library CBA account.

Friends of the Cornette Library Board:

Serves as Treasurer of the Friends of the Cornette Library Board. Attends Friends of the Cornette Library Board meetings. Maintains the Friends of the Cornette Library (Friends) membership roster. Maintains Friends of the Cornette Library financial records in Foundation accounts. Maintains and updates Friends of the Cornette Library website as needed. Prepares membership renewal and event mailings for the Friends of the Cornette Library. Assists with setup and cleanup of Friends of the Cornette Library events.

Texas Poets’ Corner Advisory Board:

Attends Texas Poets’ Corner Advisory Board meetings. Takes minutes at Texas Poets’ Corner Advisory Board meetings and distributes minutes to Advisory Board members after each meeting. Maintains Texas Poets’ Corner financial records in Foundation accounts. Prepares event mailings for Texas Poets’ Corner events. Processes scholarship award(s) and composes award notification letters. Assists with setup and cleanup of Texas Poets’ Corner events. Serves as backup to Library Resource Procurement Coordinator and other Administrative Associate IV Other duties as assigned.

Necessary Qualifications:

High school diploma or equivalent combination of education and experience. Experience in processing in a time-sensitive environment. 4 years of related experience in an office environment where confidentiality is a priority, bookkeeping, purchasing, minute taking, and cash handling. Adept in technology with demonstrated experience using the Microsoft products (Word, Excel, PowerPoint, and Publisher). While working independently, uses time management skills to multitask, analyze, organize, and prioritize work, meeting deadlines and maintaining a high level of accuracy. Strategic, flexible, and resourceful, showing initiative, and anticipating staff needs. Enjoys working with people in a team environment and has excellent interpersonal communication skills, including good telephone skills. Demonstrates workplace ethics, handling sensitive information in a confidential manner.

Preferred Qualifications:

Business degree, Communications degree, or courses toward Masters in Library Science. Experience using a library online catalog. Experience working in a library and/or college or university. Adept in using an integrated library system (ILS) such as Alma. Knowledge and use of social media. Excellent soft skills: approachable, patient, and good listener.

---