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Montana State University Billings Library Administrative Associate in Billings, Montana

Montana State University Billings is a preferred employer in the region-WE WANT YOU!The following are reasons why you should join our team:•Work-life balance•Holidays-10 paid holidays per year and 1 Floating Holiday•Vacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases)•Sick Leave - Earned at an accrual rate of .0416125 for each hour in pay status.•Employee and Dependent Tuition Waiver•Opportunities to engage in professional development opportunities•Committed to employee wellness and access to a robust Employee Assistance Program•Medical Benefits that are robust and affordable•Visit MUS Benefits to learn more about our benefit package includingoMedical, Vision, and DentaloLife Insurance and Long Term Disability are incorporated into our benefits.oLearn more about our retirement benefits at MUS Retirement.•Opportunities for career growth and a variety of career paths•Campus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to recreation center, library, etc.•Beautiful campus environment that features our MSUB Mile walking pathThe Administrative Associate IV is the administrative support person for the entire Library and its operations. This person provides support for the Director and performs key financial, facilities, administrative, personnel, course management and office management functions. The position is responsible for fiscal records, budget oversight, human resource duties (for librarians, classified staff, part-time, and student employees), assisting with outreach and special event planning, and general office procedures. Assistance in other areas of Library operations, including assigned duties and serving as backup at public service desk, is required.DUTIES and RESPONSIBILITIES:•Maintain oversight of the Library’s Banner indexes on a regular basis, along with book-keeping, recordkeeping for library expenditures, credit cards, payroll, and cash management.•Maintain account receivable and accounts payable in a number of library accounts.•Track and reconcile the library’s budget, including considerable decision making on a day-to-day basis. Work closely with the Director on balancing and resolving budget issues.•Work with colleagues on other campuses, vendors, library suppliers and others on fiscal matters, particularly when joint purchasing arrangements are in place.•Gather, report, and interpret data from Banner and other sources as needed by the Director.•Order and maintain supplies for the operation of all Library departments.•Monitor cash receipts, deposits, and other financial transactions.•Work with internal and external auditors, providing documentation as necessary.•Serve as the main contact for booking study rooms and classrooms for faculty, staff, students.•Maintain Library Guide with up-to-date Library study room and classroom information.•Assist with work-study student employment in the library.•Assist Library Director and Staff with outreach activities.•Maintain and process all personnel paperwork, including payroll and work-study awards.•Ensure that daily office tasks are completed efficiently—general telephone inquiries, filing, building maintenance, and liaison with other campus departments and service areas.•Staff the public service desk and serve as backup support as needed, utilizing professional librarian assistance when necessary. Some evening or weekend hours may be required.•Assist as needed in other areas of library services. This may include opening or closing of the library.•Ensure that machines and equipment in the library function well and act as primary contact with vendors, service personnel and Facility Services as needed.•Provide support for the Director and others in course management, maintaining schedules, making travel arrangements, managing facilities, assisting with planning outreach activities/special events, booking rooms, preparing catering orders, and other administrative tasks.QUALITIES:•Organizational skills and attention to detail, particularly in handling of fiscal records.•Ability to manage multiple budget lines and vendor accounts.•Ability to gather and analyze data, evaluate solutions, and make recommendations.•Excellent interpersonal, written, and verbal communication skills.•Good public relations skills, including the ability to establish effective customer service and working relationships with employees, students, faculty, vendors, outside agencies, and the general public.•Ability to prioritize, work independently, and manage multiple projects concurrently.PHYSICAL DEMANDS: Requires sufficient mobility to work in a library setting, operate office equipment. Able to lift, push or pull at least 40 lbs. Additional physical demands may include: stooping, kneeling, crouching, and reaching overhead and horizontally, repetitive hand movements, sitting for extended periods of time, and 6-8 hours of screen time per day.Education Required:•Associate degree and three (3) years of progressively responsible experience in senior level administrative support positions, or an equivalent combination of education and experience.Education Preferred:•Bachelor’s degree.Experience Required:•Strong computer skills, including in MS Office.Experience Preferred:•Work experience in a higher education environment.•Recent library work experience.•Working knowledge of Banner or comparable information database applicationsMontana State University Billings is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.Montana State University Billings makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. In compliance with the Montana Veteran’s Employment Preference Act, MSU Billings provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference or request accommodation, contact the Human Resources Office, Montana State University Billings, 1500 University Drive, Billings, MT 59101-0298, 406-657-2278, Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website: APPLY: