Administrative Assistant 3 UNLV University Libraries, [R0152703]

Nevada System of Higher Education•Las Vegas, NV

2d•Onsite

About The Position

This position will be scheduled Monday through Friday 8:00am to 5:00pm; this is subject to change based on organizational needs. The Administrative Assistant 3 works in the Library Administration Business and Finance unit and reports to the Director of Business and Finance. The Administrative Assistant 3 (AA3) position communicates, assists and provides information in a timely professional manner. The position is responsible for ordering and purchasing of library supplies, goods, and services not related to our collections. The AA3 will be responsible for independently researching and initiating contact with suppliers to purchase items, including computer equipment/software/licenses, library equipment, furniture, office supplies, consultant services, etc. and will manage the procurement process from start to completion. They will review quotes, proposals, contracts, scope of work and insurance documents to ensure compliance with Library, University, NSHE, and grant regulations. They must be skilled with computer programs, databases and internet research, and will enter detailed purchasing documents into various UNLV systems. They must be able to compose business correspondence and explain complex purchasing requirements to both external suppliers and library faculty and staff. They will create spreadsheets and databases to track purchases and prepare analysis of purchases by Library department, vendor, and purchase type. The AA3 will also be responsible for reconciliation, online deposits, and reporting of Library cash, credit card, and check revenue totaling $50,000+ per year and must ensure accuracy. Preparation of payment vouchers and print requests, in addition to processing invoices for payment, are included in the job duties.

Requirements

Graduation from high school or equivalent education and three years of progressively responsible relevant work experience which included experience in one or more of the following areas: maintenance of complex records and files; public/customer relations including explaining detailed policies, regulations and requirements; preparation and processing of financial and statistical documents such as payroll, travel, claims and budgeting forms; and assisting staff and management with projects and activities.
OR one year of experience as an Administrative Assistant II in Nevada State service.
OR an equivalent combination of education and experience as described above.
Skilled with computer programs, databases and internet research.

Nice To Haves

Recent experience with purchasing or accounting in an office or higher education environment is preferred.
Ability to compose business correspondence and explain complex guidelines is preferred.

Responsibilities

Ordering and purchasing of library supplies, goods, and services not related to collections.
Independently researching and initiating contact with suppliers to purchase items, including computer equipment/software/licenses, library equipment, furniture, office supplies, consultant services, etc.
Managing the procurement process from start to completion.
Reviewing quotes, proposals, contracts, scope of work and insurance documents to ensure compliance with Library, University, NSHE, and grant regulations.
Entering detailed purchasing documents into various UNLV systems.
Composing business correspondence and explaining complex purchasing requirements to both external suppliers and library faculty and staff.
Creating spreadsheets and databases to track purchases and prepare analysis of purchases by Library department, vendor, and purchase type.
Reconciliation, online deposits, and reporting of Library cash, credit card, and check revenue totaling $50,000+ per year.
Preparation of payment vouchers and print requests.
Processing invoices for payment.