Administrative Associate IV

Job Title

Administrative Associate IV

Agency

Prairie View A&M University

Department

Procurement & Disbursement Serv

Proposed Minimum Salary

$13.66 hourly

Job Location

Prairie View, Texas

Job Type

Staff

Job Description

This position may pay more than the minimum proposed salary listed above, depending on experience and/or qualifications of the selected candidate.

To provide overall administrative support in the daily operations within the Office of Procurement and Disbursement Services. This position will also provide backup support for all areas within Financial Management Services.

Responsibilities:

• Serve as records manager and document controller for PDSV. Completes and maintains monthly account reviews for all PDSV accounts, maintain departmental inventory records.

• Perform various tasks within the PVAMU systems to include using Workday for the purpose of creating and updating departmental position descriptions and posting departmental job vacancies, review of applicants and completion of the hiring proposal for finalists. Use of FAMIS/CANOPY accounting systems for the purpose of completing monthly account reviews, departmental budget requests, employee personnel actions, and useful when assisting with on campus budget account inquiries for procurement/disbursement purposes. Create purchase documents within the e-procurement system. Serve as Timekeeper for student and non-exempt employees. These duties are also performed as backup for Financial Management Services.

• Distribute daily incoming mail for all areas within PDSV, FMSV and PAYRL. Maintain office supplies and equipment for department. Departmental Procurement Card Holder for the purpose of making conference registration, training, and various allowable purchases.

• Completes all administrative documents for on and off campus submission, vendor credit/direct bill applications and sales tax exemptions for purchasing/contract processing, communicate procurement policies and/or department process updates to campus and vendor communities, review open commitment reports, and work with originating departments to clear in a timely manner, record and maintain outgoing and incoming bid documents. Maintain scheduling of departmental conference rooms, and assist with planning and organizing of departmental meetings, vendor forums and trainings. Assist with completion and submission of departmental reporting to VPBA.

• Performs other duties as assigned.

Education and Experience:

• High School Diploma

• Four years of related experience

Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, and database applications.

• Knowledge of student information systems, degree planning, and degree audits.

• Ability to multitask and work cooperatively with others.

Job Posting Close Date:

Required Attachments:

Please attach all required documents listed below in the attachment box labeled as either “Resume/CV or Resume/Cover Letter” on the application. Multiple attachments may be included in the “Resume/CV” or Resume/Cover Letter” attachment box.  Any additional attachments provided outside of the required documents listed below are considered optional.

• Resume or Curriculum Vitae
• Cover Letter

Application Submission Guidelines:

All applicants are required to apply via our Career Site on or before the closing date indicated on the job posting. Applicant inquiries received via email and websites such as Indeed, HigherEdJobs, etc. will not be considered unless the individual has applied to the available position via the PVAMU Career site.

The required documents listed in the above "Required Attachments" section must be attached to the application prior to the job closing date indicated to ensure full consideration for the application submitted. Please contact the Office of Human Resource on or before the closing date indicated above at 936-261-1730 or [email protected] should you need assistance with the online application process.

Background Check Requirements:

All positions are security sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/AffirmativeAction/Veterans/Disability Employer committed to diversity.