Administrative Assistant 3 UNLV University Libraries, [R0152703]

University of Nevada Las Vegas•Las Vegas, MD

1d•Onsite

About The Position

The Administrative Assistant 3 (AA3) works in the Library Administration Business and Finance unit and reports to the Director of Business and Finance. This position communicates, assists, and provides information in a timely and professional manner. The AA3 is responsible for ordering and purchasing library supplies, goods, and services not related to collections. This includes researching and initiating contact with suppliers to purchase items such as computer equipment/software/licenses, library equipment, furniture, office supplies, and consultant services, managing the procurement process from start to completion. Responsibilities include reviewing quotes, proposals, contracts, scope of work, and insurance documents for compliance with Library, University, NSHE, and grant regulations. The role requires proficiency in computer programs, databases, and internet research, and involves entering detailed purchasing documents into UNLV systems. The AA3 must be able to compose business correspondence and explain complex purchasing requirements to external suppliers and library faculty and staff. They will create spreadsheets and databases to track purchases and prepare analyses of purchases by Library department, vendor, and purchase type. Additionally, the AA3 will be responsible for the reconciliation, online deposits, and reporting of Library cash, credit card, and check revenue totaling over $50,000 annually, ensuring accuracy. Preparation of payment vouchers and print requests, along with processing invoices for payment, are also part of the job duties. This position is scheduled Monday through Friday from 8:00 am to 5:00 pm, subject to change based on organizational needs.

Requirements

Graduation from high school or equivalent education.
Three years of progressively responsible relevant work experience, including 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.
Skilled with computer programs, databases and internet research.

Nice To Haves

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

Responsibilities

Ordering and purchasing of library supplies, goods, and services not related to collections.
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.