This is a Principal Office and Administrative Specialist position. This is a 100%, full-time, 12 month continuing position. Position will be open until August 2nd, 2021. Anticipated start date is Sept 6, 2021. Starting salary for this position is $35,422.40.
***This is an AFSCME Clerical position. Applications from current AFSCME Clerical employees must be submitted by July 27, 2021 in order to be eligible for priority consideration.
This is a second-level administrative position in the Library's Administration Team. It is a 100% time, 12-month continuing position. Primary responsibilities include, but are not limited to: serve as the primary office receptionist, provide general office and clerical support, perform basic fiscal and purchasing tasks, and assist with payroll.
General Office and Clerical Support (40%) â— Acts as the first point of contact and responds to inquiries and requests. Greet office visitors and guests, determine nature and purpose of their visit, and provide needed information. Responsible for reviewing Admin staff schedules and maintaining appropriate desk coverage in the Admin suite. â— Updates library voicemails â— Serves as the primary scheduler for the Rotunda Reading Room. This includes responding to requests, scheduling sessions, informing FM Events staff and UMD Catering, entering in Astra, and posting paper calendars/announcements. â— Provides clerical support for the Administration staff as needed. â— Draft, compose, edit, prepare and send general business correspondence â— Photocopy, fax, file, prepare mailings, and compile packets as needed and to back up Administration student worker â— Prepares annual staff travel authorization letters â— Ensures pickup and delivery of Admin Office mail â— Familiarizes and uses online Ricoh systems website to maintain staff access codes and report photocopier meter readings. Order toner as needed â— Serves as primary for most aspects of student hiring including: Working with supervisors to ensure appropriate posting entry into Recruitment, monitor the student position in the online employment system and update as appropriate â— Monitors libworks email for student hiring emails â— Communicates with prospective employees, including needed I-9 documentation and schedule meeting to complete hiring paperwork â— Processes 1-9 and maintains current knowledge of updated I-9 policies â— Submits background check requests and follow-up â— Prepares hiring documentation for approval and submission â— Enters new students into student database and updates annual excel spreadsheet â— Maintains past student database â— Maintains student and staff files and databases both paper and electronic including: Student payroll program, Student employment spreadsheet â— Prints and reviews EDMS reports including timely approvals and documentation as needed â— Files P&A sick leave usage and director leave slips â— Assists in maintaining Administration Google Site â— Assists with staff job searches including: entering position into Recruitment for library, securing advertising for positions, making travel arrangements for interviews including flight, hotel, and transportation, processing 1-9 and maintaining current knowledge of updated 1-9 procedures, requesting background checks and follow up
â— Coordinates annual supply repurposing & disposal event â— Maintains process manual for both self and student position. Review and update regularly in consultation with the associate administrator â— Serves as backup for Admin student worker â— Attend DL meetings as requested â— Attend HRMS Advisory meetings as needed
Fiscal Support (40%) â— Serves as an Enterprise Financial System preparer â— Prepares, processes, and reviews transactions in compliance with University policies and procedures â— Prepares and enters purchase orders into EFS including Contracts for Professional Services â— Enters journal entries into EFS from approved transfer sheets â— Prepares invoices for payment â— Prepares check requests for reviews â— Maintains weekly payroll entries into student employment database and print/post reports biweekly â— Pays invoices in Alma. Print barcodes and label paper invoices to submit to the Business Office â— Purchases items and pay invoices with PCard per Library approval process and University policy â— Reconciles pcard weekly. â— Uses UMarket to purchase supplies â— Creates and update vendors in Alma as requested â— Prepares deposits and enter into EFS as needed â— Performs tasks associated with billing and collection for library services; i.e., staff personal photocopying rebilling, circulation and interlibrary loan billing â— Maintains supply inventory for Administration Office. Order supplies as requested; research products and act as a liaison with vendors; track orders and follow-up as needed â— Provides initial payroll oversight: print and review weekly payroll reports for accuracy according to payroll windows, work with supervisors on discrepancies, report to Associate Administrator on payroll issues, print EDMS report for review. preparing payroll updates as needed for approval â— Prints and files ITSS billing reports â— Prints and files University billing reports â— Join FSUN and attend online meetings â— Attends online payroll forums â— Serve as backup for payroll problems and reconciliation
Special Event Support (15%) â— Provides support for Special Events, including All-Staff meetings
â— Assists with event planning including but not limited to (schedule rooms, place orders with catering, set up & take down, etc.) â— Prepares payment documents for speakers, etc. on paper and in EFS as needed â— Assists with large print jobs and mailings â— Other events related tasks as assigned â— Serves as permanent member of Communications and Events Committee based on job function
Facilities Support (5%) â— Submits key requests and maintain key files â— Submits facilities requests and follow up on requests â— Verifies facilities statements â— Provides oversight for student locker room; review usage, clean and reallocate space on yearly space basis in consultation with student supervisors
â— High school diploma/GED and two years of related office and administrative experience. Training and education may be substituted for some years of experience â— Great attention to detail â— Excellent written and verbal communication skills â— Data entry experience â— Basic computer skills, Word, Excel, etc â— Experience with customer service
â— Experience with payroll â— Experience with calendaring system â— Experience with Google Suite of products â— Experience proofreading â— Experience with hiring and/or recruitment â— Experience with purchasing â— Familiarity with accounting principles
Internal Number: 341969
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