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Check with seller Library Administrative Associate IV Billings

Published date: April 3, 2022
  • Location: Billings, Montana, United States

The Administrative Associate IV is the administrative support person for the entire Library and its operations. This person provides support for the Director and performs key financial, facilities, administrative, personnel, course management and office management functions. The position is responsible for fiscal records, budget oversight, human resource duties (for librarians, classified staff, part-time, and student employees), assisting with outreach and special event planning, and general office procedures. Assistance in other areas of Library operations, including assigned duties and serving as backup at public service desk, is required.


The Library at Montana State University Billings is a partner in creating a dynamic, prosperous community of enlightened leaders and thoughtful, effective global citizens. The Library supports the University’s drive towards meaningful education and excellent teaching, enabling individuals to achieve their full potential. In keeping with the mission of the university, the library:

  • Supports excellence in teaching and engagement in individual learning
  • Provides a center for intellectual, cultural, social, and economic enhancement of the university and greater Billings communities
  • Supports the quest to translate knowledge into practice Nurtures a community of learners
  • Supports the research initiatives of all programs
  • Responds to requests from students and faculty for improving Library collections
  • Identifies needs of Library users through surveys, focus groups, and other means, and modifies current practice to fit user needs

The Administrative Associate reports directly to the Director of Library Services. Specific duties include:

  • Maintain oversight of the Library’s Banner indexes on a regular basis, along with book-keeping, record-keeping for library expenditures, credit cards, payroll, and cash management.
  • Maintain account receivable and accounts payable in a number of library accounts.
  • Track and reconcile the library’s budget, including considerable decision making on a day-to-day basis.
  • Work closely with the Director on balancing and resolving budget issues.
  • Work with colleagues on other campuses, vendors, library suppliers and others on fiscal matters, particularly when joint purchasing arrangements are in place.
  • Gather, report, and interpret data from Banner and other sources as needed by the Director.
  • Order and maintain supplies for the operation of all Library departments.
  • Monitor cash receipts, deposits, and other financial transactions.
  • Works with internal and external auditors; providing documentation as necessary.
  • Main contact for booking study rooms and classrooms for faculty, staff, students.
  • Maintain Library Guide with up-to-date Library study room and classroom information.
  • Assist with work-study student employment in the library.
  • Maintain and process all personnel paperwork, including payroll and work-study awards.
  • Ensure that daily office tasks are completed efficiently – general telephone inquiries, filing, building maintenance, and liaison with other campus departments and service areas.
  • Staff the public service desk and serve as backup support as needed, utilizing professional librarian assistance when necessary. Some evening or weekend hours may be required.
  • Assist as needed in other areas of library services. This may include opening or closing of the library.
  • Ensure that machines and equipment in the library function well and act as primary contact with vendors, service personnel and Facility Services as needed.
  • Provide support for the Director and others in course management, maintaining schedules, making travel arrangements, managing facilities, assisting with planning outreach activities/special events, booking rooms, preparing catering orders, and other administrative tasks.


  • Associate degree and three (3) years of progressively responsible experience in senior level administrative support positions; or an equivalent combination of education and experience.
  • Organizational skills and attention to detail, particularly in handling of fiscal records.
  • Demonstrate ability to manage multiple budget lines and vendor accounts.
  • Strong computer skills, including MS Office.
  • Ability to gather and analyze data, evaluate solutions, and make recommendations.
  • Excellent interpersonal, written, and verbal communication skills.
  • Good public relations skills, including the ability to establish effective customer service and working relationships with employees, students, faculty, vendors, outside agencies, and the general public.
  • Ability to prioritize, work independently, and manage multiple projects concurrently.
  • Must be able to sit at a desk for 6-8 hours daily, answering phones and working on a computer
  • Must be able to perform light physical duties


  • Bachelor’s degree.
  • Work experience in a higher education environment.
  • Work experience in a library environment.
  • Working knowledge of Banner software or comparable information database.

Job Types: Full-time, Contract

Pay: From $15.30 per hour


  • Dental insurance
  • Health insurance
  • Health savings account
  • Life insurance
  • Retirement plan
  • Vision insurance


  • 8 hour shift
  • Monday to Friday
  • Weekend availability

Work Location: One location

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