Job Details

This ad is expired.

Administrative Business Assistant - Museum Association
Go to our website »

Position Number: 2167889
Location: Lubbock, TX
Position Type: Secretary and Administrative Assistants

Administrative Business Assistant - Museum Association
Lubbock
21972BR
Museum of TTU Association

Position Description
Serves as the principal secretarial support to a department head. This classification is restricted for use in the office of a chairperson of a large academic department, a director of a large approved center or institute, a director of a budgeted large administrative department, or a higher-level administrative officer. Responsible for independent performing highly responsible and confidential clerical duties. May be required to supervise clerical staff and/or assume considerable responsibility for office management. A thorough knowledge of the policies and procedures of the employing unit as well as a familiarity with overall University policy is necessary to conduct the assigned work.

Performance evaluation is based on the coordination and accomplishment of office activities within established policies.

Major/Essential Functions
Processes requests by the Museum to use Association funds and grant monies and submits to Association Administrator for approval. Must be able to work with annual budget information and grant account information to coordinate with expended balances and assess amounts remaining available for use.

Is responsible for the accounting function of the Association including the following:

Process Association invoices, prepares checks for signatures, prepares deposits for multiple accounts and banks, enters deposits into QuickBooks, reconciles all bank accounts, processes credit card payments and settlements, enters interest reported on statements into accounts, tracks grant account activities for accuracy, reconciles Tech account for payroll and telephone, updates records in accordance with Trust account reports, prepares monthly financial statement.
Closes monthly folder: accounting for all checks , deposit slips, enters all necessary journal entries which can include: grant accounts, active Museum Association accounts, postage, sales tax, Tech payroll.
Makes grant report for each month by entering QuickBooks information into Excel report and checks balances for accuracy.
Prepares and prints profit and loss report and basic budget update for monthly Executive Committee meeting.
Keeps updated folders for Trust accounts, Texas Tech account.
Files completed minutes of all committee meetings submitted. May fill-in for secretary if that individual is not present.
Processes payroll activities for part-time employees including new hire & termination forms on-line, paychecks, federal and state taxes, W4s forms, quarterly 941 form, Prepares monthly payroll liability report, submits check for signature to Association Administrator for deposit.
Processes Museum Shop daily and monthly sales reports entering them into Excel, depositing sales profits, filling out sales tax form and paying sales tax monthly, and making deposit entries into QuickBooks. Processes invoices for shop purchases on a net 30 basis and submits checks for signature.
Prepares and processes end of year tax forms including 1096, 1099, W3 and W2 forms.
Manages Association accounts in QuickBooks as needed. Must be able to create new accounts in QuickBooks including grant accounts, vendor accounts, bank accounts, employee payroll accounts, program accounts, and can track activities in these accounts to give accurate reports regarding balances, expenditures, etc.
Assistants Association Administrator in other functions as requested such as helping with meetings and activities in the Museum.
Files information on bank accounts, shop reports, taxes, invoices paid, and assists with annual audit as needed to provide financial information.
Assists the various Association committees with financial needs and requirements.

Required Qualifications
Proficiency in written and mathematical processes that may be reflected by the completion of high school or the equivalent. Four years progressively responsible clerical experience, including one-year supervisory experience. Additional education and/or related experience to equal four years may substitute on a year for year basis.

Preferred Qualifications
This position requires proficiency in data base programs such as Excel and the bookkeeping program, QuickBooks. This position must handle multiple accounts ranging from operations account, grant accounts, restricted fund accounts, retail accounts and trust accounts.

To apply, visit workattexastech.com

As an EEO/AA employer, the Texas Tech University System and its components will not discriminate in our employment practices based on an applicants race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.