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Clerk IV

Work type: Staff Full Time

Department:Biology

Union:USA/MTA

Categories: Administrative & Office Support, College of Natural Sciences

About UMass Amherst

The flagship of the Commonwealth, the University of Massachusetts Amherst is a nationally ranked public land-grant research university that seeks to expand educational access, fuel innovation and creativity, and share and use its knowledge for the common good. Founded in 1863, UMass Amherst sits on nearly 1,450-acres in scenic Western Massachusetts and boasts state-of-the-art facilities for teaching, research, scholarship, and creative activity. The institution advances a diverse, equitable , and inclusive community where everyone feels connected and valued—and thrives, and offers a full range of undergraduate, graduate and professional degrees across 10 schools and colleges, and 100 undergraduate majors. We believe every member of our university community can contribute to our ongoing success by striving for the highest level of excellence as we seek breakthrough solutions to mounting environmental, social, economic, and technological challenges in our world.

Job Summary

The Clerk IV performs essential purchasing, accounting, and administrative duties for the Department of Biology while staffing the Biology main office. This position provide support to the Biology Director of Administration and Finance.

Essential Functions

+ Staffs the business office on a daily basis. Acts as a departmental spokesperson and representative to the public, providing information to visitors, fielding phone calls and emails, and redirecting inquiries to the appropriate destination.

+ Responsible for day-to-day operations of the Business Office. This includes, but is not limited to, overseeing mail distribution and shipments out of the Department (including DNA samples for sequencing) and assisting faculty, students, and staff.

+ Manages van reservations and payments, order campus parking passes and maintain parking pass log.

+ Supervises student workers.

+ Finance and Accounting:

+ Prepares and approves Purchase Orders (POs) in the BuyWays system in accordance with University and sponsored funding guidelines. Monitors open POs and blanket orders, tracks sub-award PO balances and initiate increases as needed.

+ Ensures POs are fulfilled and closed if they cannot be fulfilled.

+ Ensures appropriate funding is available for orders, verifying speed types and account codes.

+ Tracks Biology lab-course and equipment expenses.

+ OneCard Coordinator:

+ Processes OneCard applications.

+ Facilitates monthly reconciliation and submission of departmental purchase card statements with supporting documentation.

+ Reconciled charges in the Finance System. Supports the Director of Administration and Finance in reconciling Department accounts and cost centers.

+ Manages and acknowledges donor gifts to the Biology Department

+ Undergraduate Grant Liaison:

+ Manages undergraduate grant awards and manages sponsored research accounts.

+ Arranges travel as needed.

+ Prepares travel advances and travel expense reports and reimburses travel expenses.

Other Functions

+ Works collaboratively and effectively to promote teamwork, diversity, equality and inclusiveness.

+ Works in partnership with colleagues within the College of Natural Sciences community and across the campus to support the Dean’s strategic priorities.

+ Performs other duties as assigned in support of the mission and goals of the Biology Department and College of Natural Sciences.

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

+ High School degree and two (2) years’ relevant experience, or Associate’s degree and one (1) year of relevant work experience, or equivalent.

+ Knowledge of accounting procedures and good basic math skills.

+ Excellent attention to detail.

+ Excellent oral and written communication skills, including ability to compose short memos and letters, and knowledge of grammar, punctuation and spelling.

+ Ability to maintain confidentiality of records, documents and communications.

+ Willingness to learn new skills and adapt to changing job requirements.

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

+ Knowledge of University policies and procedures, including rules and software related to Procurement, Accounting, Accounts Payable, OneCard and record retention.

+ Knowledge of University systems, including BuyWays, PeopleSoft, Summit, and Spire.

+ Knowledge of Spreadsheets, databases, and other computer programs including: MS word, Excel, PowerPoint, and email.

Physical Demands/Working Conditions

+ Typical office environment.

Work Schedule

+ Monday – Friday, 8:30am – 5:00pm.

Salary Information

USA/MTA Grade 13

Special Instructions to Applicants

Along with the application, please submit a resume and cover letter. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

At UMass Amherst and in CNS, we strive to be a community where every individual feels a sense of belonging, where every individual is included, and where every individual is valued. You can find these values and goals her: https://www.umass.edu/strategicplan/strategic-plan .

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination 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 UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised: Apr 24 2025 Eastern Daylight Time

Applications close: Jul 24 2025 Eastern Daylight Time