The University of Texas at Austin Job Posting

This posting is Closed

Administrative Assistant

Hiring department Marine Science Inst
Monthly salary $1,952+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 13-01-25-01-9020
Job Status Closed
FLSA status Non-exempt
Earliest Start Date Immediately
Position Duration Funding expected to continue
Position open to all applicants
Location Port Aransas, TX
Number of vacancies 1
General Notes

None provided

Required Application Materials

  • A Resume is required in order to apply

Additional Information


To provide responsible financial functions as assigned in the Fiscal office in support of The University's marine science program and the Marine Science Institute in Port Aransas, Texas.

Essential Functions

Responsible for review and payment of all invoices billed under purchase orders; prior to payment, responsible for verification of goods received and verification of end user satisfaction. Responsible for all aspects of MSI inventory including tagging, annual physical inventory, and maintaining all documentation. Responsible for the receipt of all goods and supplies delivered to MSI; responsible for notifying recipient, maintaining packing slips and obtaining signature of recipient when appropriate. Lifting and moving up to 50lbs. Responsible for all express mail and outgoing shipping; maintains records of items to compare to monthly billing; responsible for coordinating daily errand runs; responsible for fiscal office incoming and outgoing mail. Responsible for: 1) receipt and verification of daily cafeteria receipts; 2) maintaining accurate log of all checks received via mail; 3) semi-monthly reconcilement of petty cash fund; and 4) posting all accounts receivable payments in Quickbooks. Responsible for all compressed gasses weekly orders, delivery and billing. Responsible for monthly capture of 6 copy machines' user information; responsible for maintaining vehicle fleet charge card records, fleet title records and boat trailer titles records. Responsible for review and approval of all VP2 documents generated by MSI fiscal office.

Marginal/Incidental functions

Other related functions as assigned.

Licenses: Class "C" Operator's Driver's License. Applicant selected must provide a current three year Driving Record from the current state of residence. If not currently a Texas resident, must obtain a Texas Driver's License within 30 days after entering Texas as a new resident.

Required qualifications

High school graduation or GED. Three years of experience with clerical functions. Computer proficiency including MS Excel, MS word, and internet browsers. Experience with in-person customer contact and accounts payable. Excellent oral, written and interpersonal communication skills and organizational skills. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree in relevant field and 3 years of experience with financial functions, equivalent experience may be substituted. Knowledge of Quickbooks, accounts payable, inventory records and UT Austin account system and electronic documents. Experience with maintaining database records.

Working conditions

May work around standard office conditions May work around chemicals May work around electrical and mechanical hazards Repetitive use of a keyboard at a workstation Use of manual dexterity Climbing of stairs Lifting and moving Lifting and moving of various sized and weighted packages.

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