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University of Massachusetts Amherst Clerk IV - Library Business Office Assistant in Amherst, Massachusetts

Clerk IV - Library Business Office Assistant

Apply now ( Job no: 509332

Work type: Staff Full Time

Location: UMass Amherst

Department:Library -Admin Services


Categories: Library, Administrative/Office Support

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

The Library Business Office Assistant will be responsible for purchasing operational materials; coordinating and supervising the travel request process; maintaining and submitting bank one card documents; maintaining vendor listing of sources; providing information to bidders and Library departments on status of orders and invoice payments; preparing statistical and financial reports; acting as a liaison between the Library and the University’s Unified Procurement Services Team and the Controller’s Office; performing other related duties in the Library Business Office of the University Library.

Essential Functions

  • Coordinate and supervise Library travel request process. Work with staff to prepare travel requests, travel reports and reimbursement forms in a timely manner. Check all forms for accuracy before submitting to the Unified Procurement Services Team for payment. Track travel and reimbursement expenditures against appropriate funds and maintain tracking spreadsheets.

  • Act as Library liaison with the University’s Unified Procurement Services Team and Controller’s Office. Prepare purchase requisitions and purchase orders for submission to the University’s Unified Procurement Services Team. Procure emergency supplies from offsite when required. Assist in maintaining automated supply inventory and reorder system for the Libraries’ regularly stocked supply items. Liaison with the Unified Procurement Services Team’s Accounting Department to submit and track invoices against purchase orders.

  • Maintain vendor listing of sources for purchase of supplies and equipment, and the issuance of rental and maintenance contracts. Supervise and participate in the electronic maintenance of records and files of current prices, sources and vendors. Meet with vendors regarding products, new products and prices. Consult with Library administrators as required to develop product specifications. Review product samples and arrange demonstrations as needed.

  • Provide information to Library departments, suppliers and others regarding the status of bids, orders, deliveries, pricing, quality and payment. Initiate vendor contact to determine availability and reliability of required products.

  • Organize and maintain bank one card statements and receipts. Work with staff to obtain all required documentation, submit forms to the Unified Procurement Services Team for audit purposes after confirming documents are accurate and follow University’s procurement and business expense policies.

  • Compile information and prepare statistical and financial reports as required. Assist with the financial month end reports.

  • Coordinate travel arrangements for candidates, speakers, field trips, etc.

  • Train and supervise the work of departmental student staff to ensure provision of services and adherence to work standards. Provide on-the-job training and orientation as needed.

  • Perform other related duties as assigned and in support of the mission and goals of the Library and the department. Work collaboratively and effectively in support of the Libraries’ values to promote teamwork, diversity, equality, and inclusiveness within the Libraries and the campus at large.

  • Provide back up for other Library Business Office and Administrative Services activities as needed. Maintain sufficient work knowledge of student hiring, billing functions, and accounting functions to provide service in the absence of regularly scheduled staff. Exercise discretion in handling confidential information.

  • Attend professional development activities as assigned or required to meet departmental goals and objectives.

  • Serve on internal library committees as needed.

  • Work schedule of Monday-Friday on a rotating basis of 8:30am to 4:30pm and 9am to 5pm, coordination with other Administrative Services staff to provide office coverage.

  • Participate in the Libraries’ assessment program by collecting, maintaining, and recording usage statistics for monthly reports as needed.

Other Functions

  • Considerable knowledge of the principles of office management and the ability to apply this knowledge to work problems.

  • Working knowledge of the use of catalogues, specification lists and similar publications used by businesses to describe the characteristics of products.

  • Working knowledge of standard software applications, including Microsoft Office Suite products such as word processing, spreadsheet, database, email, and other web-based applications.

  • Ability to understand and follow complex written or oral instructions and to communicate effectively in oral expression. Ability to master new information technologies and explain them to others.

  • Ability to exercise sound judgment and discretion in handling confidential information, use access to sensitive and/or not-yet public university related information only in the performance of the responsibilities of this position and exercise care to prevent unnecessary disclosures to others. Ability to understand responsibilities with respect to conflicts of interest and behave in ways consistent both with law and university policy.

  • Excellent organizational skills and ability to assemble data in accordance with established procedures; work accurately with names, numbers, codes and symbols; file materials in accordance with standard filing procedures; and maintain accurate records. Ability to check or verify information and to work accurately with figures.

  • Excellent interpersonal skills and ability to interact effectively and work productively in establishing and maintaining harmonious working relationships with a diverse population of staff and students.

  • Strong service orientation and the ability to meet the public graciously and tactfully. Strong customer service attitude and initiative.

  • Ability to read, write, comprehend and speak the English language.

  • Thorough knowledge of business English, spelling, punctuation and arithmetic.

  • Demonstrate capacity, skill and willingness to engage students and contribute to student success.

  • Ability and willingness to work in a team environment.

  • Ability to adjust and respond effectively to changing needs and priorities in a fast-paced and rapidly evolving environment.

  • Perform other duties as assigned.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • High school diploma or equivalent plus two years of full-time experience in an office setting and thorough knowledge of office practices and procedures.

  • Supervisory experience.

  • Excellent organizational and interpersonal skills.

  • Experience interpreting supply and equipment specifications.

  • Accuracy in editing and filing. Excellent data entry and typing skills.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • Ability to solve complex problems related to library procurement and accounting.

  • Working knowledge of library policies and procedures.

  • Working knowledge of the operation, policies and procedures of the University, as they relate to the purchase of and billing for supplies and equipment, bank one cards, and the travel and reimbursement process.

  • Working knowledge of the characteristics of supplies and equipment used by the Libraries. Ability to interpret descriptions prepared by requisitioners and vendors.

  • Ability to summarize bids and proposals, and decide upon and recommend to supervisor the best value for funds available for purchases.

Work Schedule

Monday-Friday on a rotating basis of 8:30am to 4:30pm and 9am to 5pm, coordination with other Administrative Services staff to provide office coverage.

Salary Information

Grade 13

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised: Jul 22 2021 Eastern Daylight Time

Applications close: Jul 28 2021 Eastern Daylight Time