ASSISTANT, BUDGET AND FACILITIES – LIBRARY ADMINISTRATION OFFICE (P4040)

UNIVERSITY LIBRARIES

Scope

Reporting to the Manager, Budget & Facilities, the incumbent provides day-to-day clerical control of accounting, purchasing, inventory control and facilities maintenance in the Libraries.

Primary responsibilities

• Process purchase requisitions and invoice payments on Banner.
• Process expense reports, cheque requisitions, deposits and journal transfers.
• Inform library department contacts of budget codes, blanket agreements, price changes and procedures for purchasing items.
• Liaise with University departments, especially Financial Services and Facilities Management, and with outside suppliers regarding renovations, facilities maintenance, telephone service, control of keys, access cards and related matters.
• Assist supervisory staff in resolving occasional problems related to facilities; liaise with Facilities Management to initiate and follow-up on service requisitions.
• Monitor on an ongoing basis the inventory of library equipment and furnishings; recommend disposal and replacement; prepare estimates and request quotations for materials to be considered for purchase.
• Respond to inquiries and resolve issues relating to the purchasing or repairing of equipment. Ensure all documentation for Purchasing is in order.
• Monitor the Libraries’ PDA and operating accounts to facilitate budget control; refer major problems to the Manager.
• Assist in the coordination and submission of the annual CREPUQ and CARL statistics while respecting their deadlines.

Requirements

• Diploma of Collegial Studies (DEC 3-year technical program) in Information & Library Technology, Finance, Accounting, Office Technology or in a field pertinent to the primary responsibilities and two years of related work experience.
• Fluency in oral and written English and French required.
• Sound knowledge of common office practice.
• Working knowledge of a Financial Information System like BANNER with Purchasing and Accounts Payable Modules is essential.
• Demonstrated mastery of accounting procedures.
• Ability to produce spreadsheets (Excel) for basic financial and statistical information.
• Proficiency with office technology; intermediate level knowledge of Microsoft Word; basic skills for email communication and internet navigation.
• Demonstrated excellent interpersonal skills, including tact, good judgment, and professional comportment.
• Ability to work independently as well as cooperatively; ability to work as part of a team in finding creative solutions.
• Excellent communication skills and ability to explain problems succinctly.
• Evidence of discretion and good judgment in handling queries and complaints, in solving problems, and in handling confidential information.
• Proven ability to plan, organize and prioritize own work, and to work efficiently on numerous tasks simultaneously and in respect of deadlines; effective attention to accuracy and detail.
• Evidence of ability to learn new procedures and technologies and adapt to changing technologies.

Salary

$21.04 - $25.37 per hour (Collective Agreement under negotiation)

Union/Association

CULEU

Interested applicants must submit a curriculum vitae with a covering letter by October 23, 2012, to:

Josy Cirella
Concordia University
Department of Human Resources
S-FB 1130
1455, boul. de Maisonneuve O.
Montréal (Québec) H3G 1M8

Fax: (514) 848-2844

Email:
External Candidates - hr-employment@concordia.ca
Internal Candidates - eed-employment@concordia.ca
(please enter your Employee ID number in the subject line)

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Concordia University is committed to Employment Equity and encourages applications from women, Aboriginal Peoples, visible minorities, ethnic minorities, and persons with disabilities.

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