POSITION TITLE: Administrative Assistant II
AGENCY: University of Massachusetts-Dartmouth
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
The Administrative Assistant II provides administrative support for the UMass Pass, Parking, and Transportation operations which include performing a diverse range of duties aimed at creating a welcoming, efficient, and professional environment. The role involves working independently, applying secretarial and office support skills, exercising judgment and initiative, and addressing routine and non-routine tasks, as assigned. Additionally, the position requires flexibility in adapting to changing circumstances, maintaining a fast-paced office environment, conducting transactions with customers and the public, and resolving issues based on experience and knowledge. Overall, the incumbent plays a critical role in supporting the operational and administrative functions of the department, contributing to the overall success and satisfaction of the campus community.
SUPERVISION RECEIVED:
Incumbents of positions at this level receive general supervision from an administrative or other employee of higher grade who provides procedural and policy guidance, assigns work and review performance through conferences and reports for effectiveness and compliance with laws, rules and regulations.
DIRECT REPORTING STAFF:
Incumbents of positions at this level exercise direct supervision (i.e., not through an immediate level supervisor) over, assistant work to and review the performance of 1-5 professional or technical personnel and 1-5 clerical personnel.
THEIR STAFF:
Incumbents of positions at this level exercise indirect supervision (i.e., through an intermediate-level supervisor) over 6-15 personnel.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
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- Assists with monitoring and overseeing the day-to-day operation of the UMass Pass and Parking Services operation, to include personnel, operations, and customer service functions
- Provides administrative support by creating a welcoming, inclusive, and customer service focused environment
- Serves as a first point of contact for UMass Pass, Transportation & Parking and responds to internal and external inquiries
- Responds to internal and external inquiries from the departmental accounts
- Orients, supports, schedules, trains, hires, and approves timecards for assigned staff, where applicable, and student workers
- Works in concert with Student Affairs to ensure smooth on-boarding for first year and transfer students with student ID’s and parking
- Prepares student orientation materials and conducts in person and virtual presentations
- Serves as the subject matter expert for the parking management system and performs related work including, but not limited to, managing parking appeals/hearings, processing permit sales, refunds, parking holds, voids, and general communications
- Updates office systems and manages office phone and email accounts
- Assists in the administration of the on-campus Student Locker Program
- Maintains functioning office space, including ordering and inventory management of office and event supplies, maintains record of expenses against budget, and makes recommendations for supplies to be ordered
- Assists with monitoring the operation of electronic data processing equipment including, but not limited to, administrative terminals, point of sales, and the UMass Pass system
- Processes parking vouchers including monitoring account balances and usage, reviews statistical reports, makes eligibility determinations, and issues and reconciles parking vouchers
- Provides input and makes recommendations to develop or revise standard operating procedures pertaining to the UMass Pass & Parking services operation
- Processes student account holds for unpaid parking citations and submits vehicle hold and clear records through the MA RMV portal
- Implements changes to procedures, as directed
- Oversees cash handling, receipts and reconciliation, daily reporting, and deposits and provides financial reports, account balances and other financial information upon request
- Provides weekly recap of sales and receipts for reporting and reconciliation purposes
- Assists in the distribution of information for Administrative Services Operation
- Remains knowledgeable of policies and procedures and makes recommendations pertaining to recordkeeping, operations, and personnel in UMass Pass and Parking Services operation
- Maintains budget records and expenses, compiles and analyzes financial information for departmental budget purposes, monitors budget account balances, requests transfers for and tracks availability of budget funds, and ensures compliance with University rules, regulations, standards and/or procedures
- Performs related duties associated with processing of purchase orders and requisitions within the Administrative Services operation
- Manages the disbursement of funds to vendors for services rendered and customer refunds
- Communicates with vendors to resolve transaction discrepancies and address customer needs and end user concerns
- Manages daily inventory of identification cards and distribution of parking stickers
- Coordinates guest parking permits and assigns and coordinates signage for reserved or premier parking spaces
- Organizes, coordinates, and plans departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, making travel arrangements and reservations, and overseeing the event as it occurs
- Assists with planning and execution of projects, including postage and mailing details, pricing comparisons, determining vendor and product availability, creating and managing purchase orders, etc.
- Maintains accurate records for institutional bank cards and travel accounts, including reviewing and reallocating expenses
- Maintains vendor contracts, proactively monitoring status and expiration dates
- Attends staff meetings, professional development events, training sessions, and completes software training and courses, as directed
- Performs other duties as required
QUALIFICATIONS REQUIRED AT HIRE:
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- 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 through 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 action
- Ability to exercise sound judgment
- Ability to exercise discretion in handling confidential information
- Knowledge of the principles, practices, and techniques of supervision
QUALIFICATIONS ACQUIRED ON JOB
- 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 state budgetary procedures relating to positions, salaries, and personnel services
- Knowledge of the laws, rules, policies and procedures governing Federal Grant Administration
- Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment
- Knowledge of state accounting and budgetary procedures including terminology
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 below.
I. An Associate’s or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience. *
II. An Associate’s or higher degree with a major other than in business administration, business management or public
administration may be substituted for a maximum of one year of the required experience. *
*Education toward such a degree will be prorated based on the proportion of the requirements completed.
NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.
LICENSE AND/OR CERTIFICATION REQUIREMENTS: None
REMARKS: Available to work nights, weekends, and some holidays
DEPARTMENT: Parking Department
NO. OF POSITIONS: 1
INTERNAL/EXTERNAL POSTING: Internal
STATE FUNDED: No
SALARY: $58,328.14 - $82,294.94
HOURS: M-F 8:15 am - 4:15 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 employment in the U.S. on a full-time basis. 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 internal applicants is March 3, 2025.
The review of applications will be ongoing until the position is filled.