Location: Westfield,MA, USA
Job Description:
Campus Title: Administrative Assistant II
State Job Title: Administrative Assistant II
Department: Student Activities, Involvement, and Leadership
Job Code: H17X05
FLSA Status: Non-Exempt
Funding: 7115-0100
Bargaining Unit: AFSCME
Job Type: Full-Time, Permanent
Timeframe: 52 Weeks
Shift: Monday-Friday, 9am to 5pm
Regular Days Off: Saturday and Sunday
Supervision Received: The Administrative Assistant II receives general supervision from the Director of Student Activities, Involvement, and Leadership; receives assignments from other Departmental Professional Staff.
Supervision Exercised: The Administrative Assistant II supervises student personnel.
Salary: $2,266.94 Bi-Weekly
General Statement of Duties:
The Administrative Assistant II provides administrative support to the Department of Student Activities, Involvement, and Leadership. Additional Support is needed for the operation of assigned activities of the SGA and to perform related work as required.
Employee is expected to adhere to the operating hours of 9am to 5pm.
Duties and Responsibilities:
Duties include but not limited to:
Essential:
* Initiates purchase orders and follows through purchasing process until goods received; verifies and maintains departmental accounts payable from receipt of invoice to processing of payments; reconciles departmental budgets as needed with departmental staff and/or student leaders.
* Prepares and coordinates purchase requests for department, including, but not limited to, Walmart purchases, online orders, Amazon orders, Clothing Orders and Distribution.
* Maintain Petty Cash fund for department.
* Prepares Contracts for Services, Budget Transfers, Journal Entries, and Deposit Transmittals as needed for all departmental accounts.
* Establish requests for, maintain, and assist campus community with on-line ticket site. Do monthly reconciliation of ticket revenue for campus departments.
* Work with student leaders and staff to develop and enforce student funding policies that support equity of finances across all clubs and organizations.
* Serve as a departmental administrator of Involve Software to assist in the management of all Registered Student Organization finances and event procedures.
* Review documents for completeness, content, proper format and accuracy.
* Manages online calendars, schedules meetings, oversees booking of Ely Campus Center Spaces for on campus departments and vendors. Reserves Facilities, confirms room set-ups, and completes work orders for all department functions.
* Prepares and processes all student leader employment contracts and payroll processes; maintains files on each employee, verifies documentation according to policy, and resolves discrepancies in payroll.
* Provides for continuous office and telephone coverage during established office hours and provides routine information concerning departmental programs and services according to established procedures. Recruits, trains and schedules part-time student office aides to assist with office coverage and general office duties.
* Perform typing functions and assist with preparing documents for SGA weekly meetings.
* Maintain and control use of designated equipment, department spaces, and office supplies.
* Perform other duties of a related nature as assigned.
Requirements:
Qualifications:
* High School Diploma Required.
* Three years of full-time office experience or any of the substitutions listed in the state job specifications.
* Values working with people that represent different backgrounds.
* Ability to establish and maintain computer and hard copy filing systems.
* Ability to establish and maintain harmonious working relationships with others.
Additional Information:
Salary:
Salaries for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining agreements as well as state policies. State job specifications may be found on the Department of Higher Education's webpage.
Employee Benefits:
Benefits are an important component of an employee's total compensation package.
* Health Insurance: Westfield State offers a variety of HMO, POS, and PPO-type health insurance plans for eligible employees. Coverage is effective on the 1st of the month following the date of hire. Exceptions to employees hired on the 1st of the month, coverage is effective immediately.
* Retirement: the MA State Employee Retirement System provides eligible employees with a retirement pension following a 10-year vesting period. In lieu of the retirement pension, eligible employees may select the Optional Retirement Plan with a maximum 5% employer matching contribution.
* Tuition Waivers & Discounts: eligible employees, including spouses and dependent children, receive reduced tuition at MA state colleges, community colleges, and universities.
* Paid Time Off: employees receive 12 paid holidays and generous vacation, personal, and sick leave benefits.
* Additional information regarding employee benefits is available on the University's Benefits & Wellness webpage.
Disability Accommodations
Westfield State University is committed to the full inclusion of individuals with disabilities and will ensure the availability of reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, please contact Human Resources at (413) ###-#### or visit us in the Horace Mann Building, 1st floor.
Background Check
Employment is contingent upon the successful completion and review of a background check. A criminal record will not automatically disqualify an applicant from consideration.
Application Instructions:
An online application is required. A resume and cover letter may be attached but this is not required.
Deadline: Review of applications will begin January 2, 2025. The job posting will be open a minimum of ten days and, if needed, will remain open until finalist have been selected.
NOTE: If you need assistance completing your application please contact our online Help Desk. The link to the help desk can be found at the top of the page via Contact Us.