Administrative Assistant 2

Job no: 499809
Work type: Classified
Location: Boise,
Categories: Administration and Business Operations, Library

The primary purpose is to provide administrative support to the Library Business Manager and Dean and serve as internal liaison to library staff that want to hire student employees. This individual is often approached while performing other duties, so customer service and multi-tasking are an integral part of this position. This position is also relied upon to courier confidential documents or relay information and follow-up or report on important matters.

The Library's Administration office provides overall library leadership including oversight of finance, vendor contracts, personnel, donor relations, and building operations. Members of the office are charged with ensuring that the library actively supports the fulfillment of both the university's and library's strategic plans. The office also provides support to the individual units of the library and serves as a point of contact for many university services and related administrative and business functions in other colleges and executive divisions.

Applies skills and job knowledge in area of specialization; may adapt procedures, operations, techniques, tools, materials, and/or equipment to meet needs of area of specialization; may work on non-routine tasks; resolves issues/makes working decisions within area of specialization or responsibility with minimal supervision.

• Primary contact for Library Administrative Office visitors both in-person and on the telephone.
• Organize and complete special projects for the Dean and Library Administrative Office staff, may include; scheduling appointments, preparing correspondence for signatures, preparing spreadsheets, etc.
• Create or edit and send out various correspondence and reports.
• Submit Dean’s and Associate Dean travel authorizations and expense reimbursements.
• Collect receipts and all documentation to prepare expense reimbursements for employees to submit.
• Provide assistance as needed to Search Committees hiring classified staff to confirm dean/associate dean times for introduction during interviews and conducting reference checks as needed.
• Updating Library Administration and Dean’s web pages as needed.
• Maintain library records of furniture, equipment; notify Inventory Control and Risk Management of additions or deletions; annually reconcile with university records. Resolve any discrepancies.
• Ensure that equipment and items valued over $2000 are tagged and added to inventory in a timely manner
• Collect and compile information regarding inventory for disposal, prepare disposal request and send to Facilities; and reconcile after form has been routed through Inventory Control.
• Process key requests and key transfers, send to Facilities.
• Maintain accurate inventory of keys checked out to Library staff.
• Prepare and submit deposits
• Reconcile monthly deposit and revenue reports
• Purchase supplies and equipment as requested for Library operations.
• Research and resolve problems with supply orders and equipment purchases
• Pay invoices with pcard or process submit invoice for payment via Bronco Hub
• Notify staff when requested supplies or equipment are delayed or received
• Place orders for purchases and make sure that available discounts are taken
• Prepare inter-department charge spreadsheet as needed and submit to Accounts Payable
• Run and reconcile financial reports in Bronco Hub
• Prepare check requests for Foundation reimbursements
• Prepare final contract documents and send to Office of General Council
• Open and close ads for student positions, process hire paperwork, verify that I-9’s are complete and ensure hire paperwork is submitted to HR prior to processing deadlines.
• Maintain good knowledge of student employment policies and procedures and advise supervisors.
• Submit requests to Human Resources pertaining to student employees, including hiring forms, pay changes and separations.
• Maintain personnel files for student employees.
• Answer general questions about student employment in the Library.
• Liaison with Financial Aid for work-study issues.
• Perform…