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University of Massachusetts Amherst Clerk III (Auxiliary Services) in Amherst, Massachusetts

Clerk III (Auxiliary Services)

Apply now ( Job no: 517961

Work type: Staff Full Time

Location: UMass Amherst

Department:Auxiliary Services


Categories: Administrative & Office Support

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

Performs various clerical duties in support of Auxiliary Enterprises (AE) Accounts Payable Office according to established University policies and procedures for the payment of invoices. Duties include data entry using AE’s food inventory system (FoodPro), BuyWays and PeopleSoft systems, maintaining files and records, answering phones, preparing forms, reports, answering inquiries, and operating office machines and equipment. Receives general supervision from the Accountant II, but reports directly to AE Business Services and Operations Manager. Independent activity and judgement is performed routinely.

Essential Functions

  • Maintains and monitors accounts payable for Auxiliary Enterprises food and non-food purchases according to established policies and procedures for the payment of invoices.

  • Verifies information concerning individual purchase orders and amounts to be paid by matching invoices to information provided by receivers and resolves related product, quantity and pricing discrepancies.

  • Approves purchases for payment through Auxiliary Enterprises inventory system and the University’s procurement systems; FoodPro and Buyways.

  • Communicates with campus departments and outside vendors regarding past due invoices, discrepancies in invoices and other invoice related issues.

  • Maintains records and files of purchase orders, receiving records, vendor invoices and forms of various types for the Auxiliary Enterprises Business Office.

  • Utilizes Microsoft Word and Excel to generate narrative and spreadsheet reports to document and resolve discrepancies and to correct procedural problems. Prepares ad hoc A/P reports for other Auxiliary Enterprises departments as requested.

  • Provides support for AE Business Office invoicing and accounts receivable activities as needed.

Other Functions

  • Understands responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with University policy.

  • Contributes toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.

  • Uses access to sensitive and/or not yet public university related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others.

  • Performs related work as required.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • High school diploma.

  • Two (2) or more years of relevant experience.

  • Proficiency in the use of multiple computerized systems, including Microsoft Excel and Word.

  • Ability and aptitude to learn new systems.

  • Ability to maintain records and to prepare periodic reports.

  • Must be able to prioritize, multi-task, and meet deadlines.

  • Attention to detail.

  • High level of proficiency in written and oral communication.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • Bachelor’s degree in Accounting, business, economics or related field.

Physical Demands/Working Conditions

Typical office environment activities.

Work Schedule

  • 37.5 hours per week.

  • Monday-Friday; 8:30am - 4:30pm.

  • Will report to work on a consistent basis and in a timely manner.

Salary Information

Grade 11

Special Instructions to Applicants

Please complete online application, submit resume and provide contact information for three (3) professional references to ensure consideration.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised: Mar 2 2023 Eastern Standard Time

Applications close: