Administrative Assistant II
Position Title
Administrative Assistant II
Agency
University of Massachusetts Dartmouth
Salary
Grade 17
About the Role
Maintains the Property Fixed Asset & Receiving Databases; conducts physical inventories of University, State and Federal grant equipment in adherence to State and External Audit requirements, and in compliance with University policy and procedures, Commonwealth of Massachusetts regulations and other funding agency requirements.
Performs related administrative functions to manage the University’s property and ensure University purchases are received, delivered and inventoried according to University procedures. Follows the University’s best practices to build and/or support student academic success and retention, and assists in meeting strategic objectives for persistence and timely graduation of all the student population.
Responsibilities
- Maintain the Property Fixed Asset & Receiving Databases
- Conduct physical inventories of University, State and Federal grant equipment
- Collaborate with campus faculty and staff to exchange information and coordinate property control functions
- Reconcile equipment and taggable purchases with invoice payment documents
- Evaluate and address discrepancies
- Respond to questions and inquiries from internal and external stakeholders
- Communicate Property and Receiving policies
- Train internal and external clients on customer service
- Create monthly stolen property reports
- Coordinate and conduct Physical Inventory processes
- Coordinate recycling of useful equipment
- Coordinate with campus departments regarding their respective inventories
- Prepare and use charts, graphs and tables
- Exercise discretion in handling confidential information
Requirements
- Knowledge of the principles and practices of office management
- Knowledge of the methods of general report writing
- Knowledge of the methods used in the preparation of charts, graphs and tables
- Knowledge of the types and uses of general office equipment
- Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities
- Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations
- Ability to follow written and oral instructions
- Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence
- Ability to assemble items of information in accordance with established procedures
- Ability to determine proper format and procedure for assembling items of information
- Ability to prepare general reports
- Ability to maintain accurate records
- Ability to exercise judgment
- Ability to exercise discretion in handling confidential information
- Knowledge of the principles, practices and techniques of supervision
Qualifications
- At least three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or any equivalent combination of the required experience and the substitutions.
Benefits
- 75% Employer-Paid Health Insurance
- Flexible Spending Accounts
- Life Insurance
- Long Term Disability
- State Pension Retirement Plan
- Optional Retirement Savings Plans
- Tuition Credit (Employee, Spouse, & Dependents)
- Twelve (12) paid holidays
- Paid personal, vacation, and sick time
- And More!
Schedule
M-F 8 am - 4 pm
Pay
$63,755.12 - $89,952.20
Department
Receiving and Stores Department
No. of Positions
1
Internal/External Posting
Yes
State Funded
No
Union
AFSCME