Administrative Services Clerk

Performs supportive accounting, purchasing and contract duties that support the office of Administrative Services.

Performs campus computer typesetting and printing, in-house duplicating, receiving and handling incoming and outgoing mail and Fed Ex/UPS.

1. Duties and Responsibilities:

• Create requisitions in Jaggaer e-procurement system.
• Maintain and reconcile department procurement credit card/journal entries.  Create SST journal entries for charges to the Administrative Services card and the Group Travel card.
• Complete credit card authorizations and submit to the hotel for individual and team travel.   Coordinate hotel credit card authorizations with the traveler.    Coordinate the receipts and backup for the journal voucher with the traveler upon his/her/team’s return from the trip.
• Maintain existing vendors and establish new vendors in the TBR Central Office TSM system and directly in DSCC’s ERP system.
• Enter and update vendor contracts in Banner.   Transmit contracts electronically using DocuSign.  Complete package for contracts mailed to the vendor via USPS. 
• Review and follow-up on pending vendor contracts.    Maintain the contracts pending file.
• Scan executed contracts into Banner/BDMS.  Create paper file folders containing the contract documents.   File in the Administrative Service office.
• Monthly review of open encumbrances report from Banner and the zero- dollar open p.o. report.   As part of the fiscal year-end process, contact p.o. “owner” to determine if the p.o.(s) can be closed.
• Retrieve spending analysis reports from p-card banking website.
• Scan journal vouchers for the Director of Administrative Services.   Scanning of other documents upon request of the Director of Administrative Services.
• Handle/complete printing requests.
• Operate a variety of mailroom and print shop equipment.
• Coordinate all outgoing college mail and packages.  Take the outgoing mail to the post office each afternoon.
• Receive, sort, and distribute incoming mail and packages.
• Maintains records for charges to departments for printing, postage, and copies.  Completes monthly journal entries (normally three) in Banner to record charges to departments for print jobs and postage.
• Inventories and order all supplies for the print shop.
• Other duties as assigned by Director of Administrative Services and VP of Finance.

Working Conditions

Sedentary:  Desk work combined with machine operation; occasional travel may be required for college or program activities.  Insignificant effort other than normal movement.  Minimal Hazard/Exposure:  Standard office settings.  At least minimal environmental controls to ensure health and comfort.

Required Qualifications:

• Demonstrated dependable work record with consistent attendance and timeliness.
• Self-starter with positive attitude and ability to work effectively with minimal supervision in both team and individual project settings.
• Computer skills in print shop programs (PageMaker, Photoshop, etc.) and Microsoft Office programs.
• Ability to keep records and make operational reports.
• Expertise in handling multiple tasks in a fast-paced environment.

Minimum Requirements of Education and Experience:

• High school diploma or equivalency required.

Preferred Qualifications:

• Associate Degree from a regionally accredited institution preferred.
• Experience in Higher Education or Government procurement preferred.
• Account reconciliation experience preferred.

Minimum starting pay is $28,400 annually ($14.57 per hour). With additional experience pay increases to a maximum of $34,100.        

Dyersburg State offers a comprehensive benefits package, including but not limited to the following:

• Vacation and Sick Leave
• 14 paid holidays
• Medical, dental, vision and life insurance
• Retirement plans
• Optional 401K and 403B Deferred Compensation Plans
• Educational benefits for the employee and their spouse and dependents
• State Employee Discount Program with over 900 merchants

Special Instructions to Applicants:

To be considered for this position applicant must submit an application, a resume, cover letter, and transcripts if applicable.   Unofficial transcripts are acceptable for the application process; but official transcripts are required upon hire. You also must provide the contact information for a minimum of three (3) professional references.

Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Incomplete applications will not be considered.

A completed satisfactory background check will be required before hire. 

Dyersburg State Community College is a TBR and AA/EEO employer and does not discriminate against students, employees, or applicants for admission or employment on the basis of race, color, religion, creed, national origin, sex, sexual orientation, gender identity/expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all employment, programs and activities.