Administrative Assistant - Petersburg, United States - Virginia State University

Virginia State University Petersburg, United States

3 weeks ago

Full time

Description

Title: Administrative Assistant

Employee Classification: Admin and Office Spec III

Hiring Range: $36,000 - $46,000 - Commensurate with Experience

Agency: Virginia State University

Location: Virginia State University

Division: Vice President of Academic Affairs

Academic Unit:

Department:

Job Summary/Basic Functions

Virginia State University seeks applicants for the Administrative and Office Specialist III position. The successful candidate will provide administrative support to the Dean, University Libraries and other library faculty and staff by following established procedures and policies for the overall management of the Library. Most tasks will require the use of standard office procedures, practices and protocol. This position maintains a level of confidentiality and protects the operation of the Library Administration Office.

DUTIES AND RESPONSIBILITIES:

Serves as front line receptionist to greet and assist visitors, answer, screen and direct phone calls. Places requisitions for services, supplies, and equipment using eVA and Banner; and orders and maintains general office supply inventory. Schedules and monitors departmental procurement activities related to purchase and travel cards. Monitors budget and compiles reports; and monitors purchase orders for payment, including troubleshooting vendor invoice and payment related issues. Position maintains records of expenditures; and communicates with departments and vendors in ensuring accurate and timely resolution of vendor payments. Serves as the contract administrator for the University's office supplier; and manages the receipt and recordation of vendor contracts and services. Position manages the Kronos time keeping system and maintains electronic and paper office files.

The Administrative and Office Specialist III serves as the building maintenance coordinator for the Johnston Memorial Library building and Lindsay-Montague Hall, and manages the main conference room schedule.

Minimum Qualifications

Extensive knowledge of office practices and procedures and use of standard office equipment; demonstrated proficiency using word processing and spreadsheet applications, preferably MS-Office suite, and Adobe; strong organizational skills; excellent communication skills; and good customer service skills. Experience working with budgets. Experience working with State of Virginia eProcurement system (eVA), Banner, and Kronos system is highly desired, Must be able to work with little supervision and exercise independent judgement in the resolution of administrative problems. Must be available to work an occasional evening and/or weekend schedule. This position does not support a remote work schedule.

Additional Considerations:

Preference will be given to candidates with experience working in a library and/or university setting. This position is open to State of Virginia personnel only.

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