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Job ID360557 LocationTwin Cities Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1897 Employee ClassAFSCME Unit 6 - Clerical About the Job Working Title: Administrative Specialist Classification:Program/Project Specialist, 1897 Department: Accounting and Finance Services Service Unit: Minitex Reports to: Finance Director Appointment:100%; LR Clerical Salary Minimum: $48,131.20 depending on qualifications Overview: Minitex is a publicly supported network of academic, public, school and special libraries in Minnesota, North Dakota, and South Dakota that work cooperatively to enhance the libraries' services to their patron communities. Minitex's suite of services promote effective delivery of needed information, partnerships, and sharing library resources including collections and electronic resources, bibliographic records, and reference services. Minitex pursues technological innovations to provide new opportunities for delivery of services. Minitex is committed to promoting a culture of inclusivity and belonging that recognizes contributions from all staff members. Summary: Minitex is seeking an Administrative Specialist to provide centralized operational support for the department, and execute and coordinate the daily activities of the administrative services team. This position reports to the Minitex Finance Director. We offer scheduling flexibility, support for your professional development, and a welcoming work environment that emphasizes work-life balance. Our offices are located near downtown Minneapolis on the University of Minnesota Twin Cities West Bank campus. Essential Functions: Perform and independently complete projects and/or coordinate programs utilizing broad experience, technical skill and knowledge of organization policies and practices. Perform accounting support and exercises a large amount of independent judgment and discretion on important matters. Responsibilities: Office Coordination 70% Plan and independently complete administrative projects and/or provide administrative coordination for programs. Coordinate and distribute project/program communications including reports, correspondence, manuals, mailings, newsletters, grant proposals, brochures and evaluations, department website. Compose or assist in the writing or preparation of the reports. Maintain and/or update databases, spreadsheets and/or web-based data repositories for policies, contracts, and programs, training and activities statistics, surveys and responses, and create and distribute periodic reports for related stakeholders. Provide administrative support to Minitex Director and office/unit staff, such as drafting correspondences, creating and maintaining databases, spreadsheets and/or filing systems, making travel arrangements, planning and scheduling meetings, conferences and events, etc. Provide and oversee support for events and conferences, including, registration and logistics, contracts for facilities, booth, equipment, vehicle, and food. Coordinate and execute purchases and related tasks. Oversee office supplies and inventories. Act as the liaison and contact for internal facilities maintenance and issues. Interpret and maintain administrative policies and procedures. Evaluate administrative processes and make recommendations to improve workflow and efficiency. Provide lead responsibilities to include scheduling, training and directing the work of front office staff. Serve on various work groups and committees to improve processes and drive efficiencies. Accounting and Finance Support, 30% Prepare, record, verify, and process for payment vendor invoices in the Enterprise Financial System (EFS) and respond to vendor queries. Coordinate vendor setup and maintenance in EFS. Maintain, analyze and reconcile accounts payable and/or accounts receivable ledger accounts with vendor statements. Ensure adherence to accounts payable and/or accounts receivable policies and procedures, and ensure external and in ernal controls and policies are adhered to. Qualifications Required: High School Diploma/GED and five years related experience to include project management. Coursework in a related field may substitute for some years of experience. Preferred: 2-Year Associate Degree Ability to organize, prioritize, and coordinate workflow Strong written and verbal communication skills Proficiency in word processing, spreadsheets, databases, and PowerPoint Ability to handle multiple projects simultaneously About the Department Minitex is a publicly supported network of academic, public, school and special libraries in Minnesota, North Dakota, and South Dakota that work cooperatively to enhance the libraries' services to their patron communities. Minitex's suite of services promote effective delivery of needed information, partnerships, and sharing library resources including collections and electronic resources, bibliographic records, and reference services. Minitex pursues technological innovations to provide new opportunities for delivery of services. Minitex is committed to promoting a culture of inclusivity and belonging that recognizes contributions from all staff members. Benefits Working at the University At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work. The University also offers a comprehensive benefits package that includes: Competitive wages, paid holidays, and generous time off Continuous learning opportunities through professional training and degree-seeking programs supported by the Low-cost medical, dental, and pharmacy plans Healthcare and dependent care flexible spending accounts University HSA contributions Disability and employer-paid life insurance Employee wellbeing program Excellent retirement plans with employer contribution Public Service Loan Forgiveness (PSLF) Financial counseling services Employee Assistance Program with eight sessions of counseling at no cost with free or reduced rates in the Twin Cities metro area Please visit the for more information regarding benefits. How To Apply Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume. Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647. Diversity The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds. The University of Minnesota... For full info follow application link. The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds. The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.