"Administrative Associate II"

Job Description

The Administrative Associate II works under general supervision and provides data entry and system management of all University Fleet information requirements, provides excellent customer service to internal and external customers, and delivers administrative support, including travel arrangements, billing, and purchasing needs to the Transportation department.

This position may pay more than the salary listed above depending on the qualifications and experience of the selected candidate.

Responsibilities:

• Provides data entry and system management of all University Fleet information requirements by the State of Texas through the Texas Fleet System including mileage records, fuel usage, repair data, vehicle registration, and inventory records. Ensures that data is maintained current as per the State of Texas requirements.
• Assists with the rental program which includes processing all paperwork for pickup and return; and reconciles shuttle drivers pre-trip and post-trip logs and reviews drivers license of the shuttle drivers on a regular basis.
• Provides excellent professional customer service to students, faculty, staff, and the general public.
• Composes and prepares general correspondence; enters data for assessment purposes; and assists with routine and/or specialized reports, orientations, conferences, and projects as requested by the Director.
• Inputs requisitions into FAMIS & Buy A&M systems, reviews and reconciles departmental purchase requisitions and credit card purchases.
• Alerts the Transportation Department of potential problems and recommends solutions to mitigate problems.
• Maintains spreadsheets to show purchase orders/credit purchases with account balances; assists in the administration of contracts.
• Maintains the travel budget to include making all travel arrangements for staff and preparing travel reimbursement vouchers.
• Processes billing and collections information for rentals and shuttle requests into Canopy.
• Reviews office procedures to streamline flow of operations and ensure revenue for service is collected and allocated properly.
• Prepares correspondence and reports, presentations, and communication materials for the unit. Processes data entry into CS Gold for access.
• Performs other duties as assigned.

Required Education and Experience:

High school diploma or equivalent. Two years of related experience.

Required Knowledge, Skills and Abilities:

Knowledge of word processing, spreadsheet, and database applications. Ability to multitask and work cooperatively with others. Effective verbal and written communication skills.

Job Posting Close Date:

10/05/2025

Required Attachments:

Please attach all required documents listed below in the attachment box labeled as either “Resume/CV or Resume/Cover Letter” on the application. Multiple attachments may be included in the “Resume/CV” or Resume/Cover Letter” attachment box. Any additional attachments provided outside of the required documents listed below are considered optional.

• Resume or Curriculum Vitae
• Cover Letter