Title: Clerk IV (Office Assistant)

Executive Area: Academic Affairs

College/School/MBU: Other Academic Units

Department: Library -Admin Services

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Hybrid

Job Summary

The Library Business Office Assistant performs a variety of administrative and financial support functions for the University Libraries Business Office. Responsibilities include processing invoices and payments, assisting with procurement activities, timekeeping, maintaining financial and administrative records, and providing support for events, contracts, and other business office operations.

The position serves as a point of contact for Library staff, University administrative offices, and vendors regarding purchasing, payment status, and related business processes. Works under the direction of the Executive Director of Finance and performs duties in accordance with established procedures, exercising sound judgment in handling routine matters.

Essential Functions

Process invoices and payments related to library acquisitions and general business office activities. Review transactions for accuracy and assist with resolving discrepancies in coordination with Library staff and University offices.

Prepare and track purchase requisitions, payments, and related procurement transactions. Maintain documentation in accordance with University policies and procedures.

Serves as the primary timekeeper for the library. Assisting library staff and student workers with time entry and completing and resolving timekeeping related matters on a weekly basis.

Maintain spreadsheets and financial records to track expenditures, account activity, and budget balances. Compile data and prepare routine reports as needed.

Provide information to Library staff, vendors, and University offices regarding the status of orders, invoices, and payments. Respond to inquiries and follow up on outstanding items.

Organize and maintain electronic files of invoices, payments, bank card transactions, and supporting documentation. Ensure records are complete and available for audit and review.

Assist with bank card processing by collecting receipts, reviewing documentation, and submitting materials in accordance with University requirements.

Assist with business office activities related to Library events, including purchasing, payments, and tracking of event-related expenses.

Provide support for additional administrative processes including librarian searches, travel documentation, student hiring paperwork, and general office operations as needed.

Act as liaison with University Procurement, Accounts Payable, and other administrative offices to exchange information and resolve routine issues.

Departmental Duties:

Provide backup coverage for other Business Office functions and assist with general office responsibilities as needed.

Participate in staff meetings and contribute to maintaining effective and efficient business office operations.

Work collaboratively in support of the Libraries’ mission and values, contributing to a positive and team-oriented work environment.

Other Functions

Perform other related duties as assigned.

Use access to sensitive and/or not-yet public University-related information only as required in the performance of responsibilities and exercise care to prevent unnecessary disclosure.

Understand responsibilities with respect to University policies, including conflicts of interest and compliance requirements.

Contribute toward creating a respectful, inclusive, and professional workplace environment.

Minimum Qualifications

High school diploma or equivalent.

Two (2) years of full-time or equivalent part-time experience that includes administrative support, customer service, and/or bookkeeping, procurement, or related experience. A maximum of two (2) years of business-related post-secondary education may be substituted for the required experience.

Demonstrated ability to manage multiple tasks simultaneously and meet deadlines.

Strong organizational skills and attention to detail.

Ability to establish and maintain effective working relationships with staff, students, vendors, and University partners.

Proven ability to collaborate across complex, cross-functional departments and diverse teams.

Familiarity with standard office software applications, including word processing, spreadsheets, and email.

Demonstrated ability to communicate effectively in writing and verbally.

Proven ability to understand and follow written and oral instructions.

Proven ability to exercise sound judgment and discretion in handling confidential information.

Proven ability to work in a highly computerized environment.

Preferred Qualifications

Experience working in a higher education environment.

Familiarity with University financial and procurement systems (e.g., PeopleSoft, BuyWays, Concur, Summit, HR-Direct, Kronos, or similar systems).

Experience supporting procurement, accounts payable, or financial processing activities.

Additional Details

The position requires coordination with other Business Office staff to ensure coverage during standard University business hours.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

Monday – Friday, 8:00am – 4:00pm.

This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee’s work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement.

Salary Information

Pay Grade: USA/MTA Grade 13

Click here to view the Classified Step Scale

Special Instructions for Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.