Administrative Assistant II

POSITION TITLE: Administrative Assistant II

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 17

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Maintains the Property Fixed Asset & Receiving Databases; conducts physical inventories of University, State and Federal grant equipment in adherence to State and External Audit requirements, and in compliance with University policy and procedures, Commonwealth of Massachusetts regulations and other funding agency requirements.

Performs related administrative functions to manage the University's property and ensure University purchases are received, delivered and inventoried according to University procedures.

Follows the University's best practices to build and/or support student academic success and retention, and assists in meeting strategic objectives for persistence and timely graduation of all the student population.

SUPERVISION RECEIVED: Assistant Director of Auxiliary Services

DIRECT REPORTING STAFF: Storekeeper IV and III and student employees

THEIR STAFF: N/A

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Monitor the campus property activities in compliance with the University's Fixed Assets Inventory Policy (Trustee Doc T96-073) and the Commonwealth of Massachusetts General Laws (Chapter75, Section 12).
• Coordinate and collaborate with campus faculty and staff in order to exchange information and coordinate property control functions.
• Reconcile equipment and taggable purchases with invoice payment document; evaluate and address discrepancies.
• Primary point of contact to the University community for all matters relating to receiving, distribution and inventory matters. Respond to questions and inquiries from internal and external stakeholders who are responsible for inventory at the department levels.
• Serves as the direct day to day supervisor of Central Receiving staff
• Communicate Property and Receiving policies while effectively utilizing all forms of media, including electronic media to individuals such as Division Heads, Deans, Department Chairs, Users Committee, and other campus community groups.
• Provides training strategies directed towards internal and external clients to improve the level of customer service provided.
• Enter data into the Asset Management Module to ensure the and create required reports.
• Record equipment transfers in conformance with standard practices and policies.
• Delete property items approved for disposal following standard procedures, using appropriate forms and with proper departmental authority.
• Create monthly stolen property reports with proper reports with required back-up.
• Tag permanent Property items with appropriate categorized Bar Code labels.
• Coordinate and conduct Physical Inventory processes in accordance with University policy; collaborate and/or coordinate with vendors or contractors involved with Physical Inventory processes.
• Review and analyze compliance with property management policies and procedures and make recommendations for necessary changes.
• Respond to inquiries on asset management procedures and disposals.
• Coordinate the recycling of useful equipment and arrange for the proper disposal/recycling of material.
• Coordinate with campus departments regarding their respective inventories including but not limited to scheduling Physical Inventories, making necessary notifications, explaining procedures, etc.
• Review and make recommendations for approval of assets in University computer/software system.
• Work with State, Federal and Internal Auditor and other campus staff as appropriate on compliance issues.
• Perform duties frequently using Bar Code Scanner and also using standard office software (word processor, spreadsheets, databases, email, etc.).
• Performs other job-related duties and responsibilities as assigned.

QUALIFICATIONS REQUIRED AT HIRE:

• Knowledge of the principles and practices of office management.
• Knowledge of the methods of general report writing.
• Knowledge of the methods used in the preparation of charts, graphs and tables.
• Knowledge of the types and uses of general office equipment.
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities.
• Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
• Ability to follow written and oral instructions.
• Ability to gather information through questioning individuals and by examining records and documents.
• Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
• Ability to assemble items of information in accordance with established procedures.
• Ability to determine proper format and procedure for assembling items of information.
• Ability to prepare general reports.
• Ability to maintain accurate records.
• Ability to prepare and use charts, graphs and tables.
• Ability to communicate effectively in oral expression.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to deal tactfully with others.
• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
• Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work though periodic reviews and/or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary actions.
• Ability to exercise judgment.
• Ability to exercise discretion in handling confidential information.
• Knowledge of the principles, practices and techniques of supervision.

QUALIFICATIONS ACQUIRED ON THE JOB:

• Knowledge of various software programs and office machines including Microsoft Word, Excel, PowerPoint, Meeting Maker, Mail Merge, Internet Explorer, Netscape, Eudora, Zimbra, Fax Machine, SciQuest and networked printers.
• Knowledge of University and/or specialty software and computer programs such as PeopleSoft and SIS.
• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Knowledge of the proper telephone procedures for making and receiving agency calls.
• Knowledge of the types and uses of agency forms.
• Knowledge of the laws, rules and regulations governing the state personnel system.
• Knowledge of the state budgetary procedures relating to positions, salaries and personnel services.
• Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
• Knowledge of state accounting and budgetary procedures including terminology.
• Knowledge of the principles, practices and techniques of supervision.
• Application of people skills when dealing with crisis, screening or projects.
• Application of problem-solving skills.
• Application of critical thinking skills to prioritize.
• Application of analytical skills for budget and problem solving.

MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions.

DEPARTMENT: Receiving and Stores Department

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED: No

SALARY: $63,755.12 - $89,952.20

HOURS: M-F 8 am - 4 pm

GRADE: 17

UNION: AFSCME

UMass Dartmouth offers exciting benefits such as:

• 75% Employer-Paid Health Insurance
• Flexible Spending Accounts
• Life Insurance
• Long Term Disability
• State Pension Retirement Plan
• Optional Retirement Savings Plans
• Tuition Credit (Employee, Spouse, & Dependents)
• Twelve (12) paid holidays
• Paid personal, vacation, and sick time
• And More!

Benefits for AFSCME Union- AFSCME

Applicants must be authorized for permanent employment in the United States. Employment-based visa sponsorship is not available.

To apply, please submit a letter of interest, a current resume, and the contact information for three professional references.

The deadline for early consideration of internal AFSCME applicants is August 1, 2026.

The review of applications will be ongoing until the position is filled.