"Administrative Assistant II - Procurement"

Position Overview:

Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning.

Department Specific Essential Job Functions:

• Responsible for covering front office.
• Opens, sorts, scans, tags for response, and distributes all incoming and outgoing mail.
• May prepare special or confidential reports and assists with special projects and surveys.
• Verifies all vendor payments for accuracy and compliance with University and departmental policies and procedures.
• Takes responsibility for all assigned small projects and oversees such projects through to completion.
• Responsible for: matching daily AP & Travel payment documents with claim vouchers, auditing claim vouchers to ensure accuracy, completing task in a timely manner each day.
• Prepares requisitions, purchase orders and/or encumbrance documents.
• Performs effectively and efficiently with minimal, and at certain times, no supervision.
• Performs other related duties assigned.

Qualifications/Experience Required:

Requires general education or vocational training and 3+ years relevant experience in chosen field or equivalent combination of education and experience. Must have a valid driver's license, clean driving record, and be able to operate a typical motor vehicle.

Qualifications/Experience Preferred:

Two years' experience in office management, policies and procedures. One year of accounting or financial tracking experience. Minimum keyboarding speed of 40 wpm. Some college. Knowledge of University requisitioning and purchasing procedures. Experience in a higher education environment.

Knowledge/Skills/Abilities:

• Literate in computer usage and word processing including but not limited to Word and Excel.
• Knowledge of basic office procedures and practices.
• Excellent telephone etiquette, communication, interpersonal and public relations skills.
• Ability to work well with others fostering a positive working relationship.
• Ability to operate office equipment.
• Ability to accurately type.
• Ability to multi-task.
• Demonstrates a warm and caring professional service-oriented attitude.
• Must be self-motivated.
• Ability to synthesize and follow directives.

Physical Demands:

Reasonable accommodation (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.