Administrative Assistant Acquisitions & Purchasing
June 2005

John Bostwick

Overview

The Administrative Assistant provides administrative support for the Director of the Law Library and the Law Library Staff. In that capacity the Administrative Assistant maintains accountability of departmental funds; provides acquisitions support for the library; interacts with sales representatives; and provides a general overview of procedures to ensure compliance with University policies and regulations. The Administrative Assistant also receives, sorts and distributes US mail and freight for the entire Law School.

Specific Duties

  1. Accounting: Must be familiar with the University Banner System accounting functions. Assigns appropriate FOPAL numbers to all purchases for library and trace expenditures through the Banner system. Familiar with the varied forms utilized in the Banner system and know proper use of the proper form.
    1. Provides the Director with timely status reports on all accounts, makes spending projections, flags shortages or irregularities within the accounting systems. This must be done to ensure maximum usage of our budgeted monies within the fiscal year. Provides statistics to support budget requests, provides input and suggestions for the annual budgeting process. At this point in time, it is necessary to maintain a secondary accounting system to tie the Banner Accounting to the current budgeting outline (as they do not match).
    2. Provides oversight to the procurement card usage for the library to ensure compliance. Completes monthly transaction logs for all card holders and reconciles bank statements.
  2. Acquisitions: Performs all the clerical functions involved in purchasing books. This includes checking catalog holdings, locating vendors, ordering (both electronically and manually), and receiving.
  3. Purchasing: All the purchasing for the Law Library. Maintains inventory of and orders supplies for the department. Initiates all requisitions for purchases and processes purchase orders for payment. Receives all shipments.
  4. Administrative Support: Provides assistance to all staff members in obtaining keys, parking permits, etc. Initiates requests to Facilities Services for support. Provides assistance with travel arrangement for the department, assures compliance with University policies, and processes forms for timely reimbursement. Acts as a liaison with the Business Office, Accounts Payable, and Purchasing Department. Acts as a liaison to sales representatives for the department. Maintains an up-to-date copy of the University Handbook on Business and Financial Affairs and provides assistance to staff in locating information in handbook.
  5. Mail: Receives, sorts, and distributes the US mail for the entire law school. In addition, receives campus mail, parcel post, UPS and freight for law school.
  6. Other: Ensures that the Law Library is opened daily, Monday thru Friday, at 7:00 a.m. Performs any other duties as may be assigned by the Director or the Associate Director, to aid in the performance of their duties.