CLASSIFICATION Nonexempt

IMMEDIATE SUPERVISOR Director, Business and Support Services

MAJOR ADMINISTRATOR Chancellor

GENERAL FUNCTION

The Purchasing/Human Resources Assistant administers and performs complex clerical responsibilities for the Human Resource, Payroll, and Purchasing functions for the West Plains campus. The Purchasing/Human Resources Assistant reviews and processes HR forms and records, provides HR services, such as the vacancy announcement, clerical testing, property clearance, fee waivers, etc., and serves as a resource to employees and supervisors by answering questions and referring them to appropriate resources. The Purchasing/Human Resources Assistant provides Purchasing services by processing procurement documents, serving as an information resource to staff, and maintaining vendor records.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A high school diploma or the equivalent plus at least 48 credit hours of college courses is required. An Associate's degree in Business, Administrative Office Systems or a related field is preferred. However, significant secretarial experience beyond that required for the position plus certification as a Certified Professional Secretary may be substituted for the 48 credit hours.

Experience: At least five years of secretarial experience is required which includes knowledge of the use and operation of standard office machines such as photocopiers, facsimile, multi-line telephone, and ten-key calculator. However, a Bachelor's degree in Business, Administrative Office Systems or a related field may be substituted for two of the five years of work experience.

Skills: A keyboarding rate of 50 words per minute is required. Skill in rapid note taking may be required in some positions. Computer application skills in the use of personal computers and/or mainframe computers are required and include keyboarding ability and a functional knowledge of word processing, spreadsheets, data entry/retrieval or database management. Strong written and oral communications skills, the ability to operate electronic, photocopier or other standard office machines, maintain complex filing systems and records, and make mathematical calculations and budget reconciliations are required. Supervisory skills and the ability to train and/or review the work of others are required.

Effort: Secretarial positions are primarily sedentary; however, some positions may require walking and/or standing for extended periods of time. Secretarial positions require frequent keyboarding. Some secretarial positions occasionally require the ability to lift and carry materials and equipment weighing up to 25 pounds, to reach heights up to 8 feet by climbing ladders or stools, and to bend or crouch to reach materials or equipment stored on lower shelves or in lower cabinet/desk drawers.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Serves as a liaison between the West Plains campus and payroll by monitoring payroll deadlines, reviewing and processing all employee time records, maintaining faculty per course supplemental payroll spreadsheet, processing and verifying student timecards, ordering temporary and student timecards, verifying part-time employee paychecks, processing student worker clearances, and verifying the student payroll dollars against student work hours.

2. Provides Human Resource services for the West Plains campus by advising departments on procedures for filling vacancies, disciplinary actions, personnel actions, and leave policies, preparing personnel action forms, processing employment forms, maintaining employee files, coordinating employee performance evaluations, checking and forwarding employee leave reports, providing verification of employment, coordinating employee health insurance changes with HR, advertising vacancies, collecting and forwarding Workmen’s Compensation claims to HR, requesting criminal background checks, explaining benefits to job candidates, setting up appointments for pre-employment physicals, monitoring 1,000 hour limit for part-time employees, administering clerical testing, processing property clearances, and processing fee waivers.

3. Provides purchasing services for the West Plains campus by assigning purchase order numbers to requisitions in Banner, advising departments on the use of requisitions or purchase orders, training staff about purchasing procedures, printing and faxing all purchase orders, signing University checks, signing accounts payable checks to vendors, maintaining the catalog system for purchasing, ordering items from the State of Missouri and Missouri State University contracts, processing invoices for payment, bidding meals and some travel for the university, compiling, analyzing, and awarding bids to the lowest and best vendor, submitting requisitions, purchase orders, and payment requests to the Office of Administration, State of Missouri for state appropriation expenses for new buildings and equipment, and coordinating with Purchasing staff on proper procedures and regulations.

4. Administers a variety of business processes occurring at the West Plains campus and coordinates these processes with it’s Springfield campus counterpart by providing taxpayer ID forms to vendors, maintaining liability insurance verifications on vendors working on campus, placing service requests with mechanical vendors, sending Foundation monies to the Springfield Development Office, processing Foundation Withdrawal Requests, providing Foundation account balances to departments upon request, requesting Foundation reimbursement for the University, secures computer system back-up tapes, ordering Xerox paper, ordering license plates, titles, etc. for University vehicles, and ordering gasoline and Wal-Mart charge cards per University policy.

5. Helps to ensure the overall success of the Business Office by performing all other duties as assigned.

SUPERVISION

The Purchasing and Human Resources Assistant is supervised by the Director of Business and Support Services.

APRIL 2007