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Job Offer: Administrative Support Specialist:University of North CarolinaJob description:Administrative Support SpecialistBookmark this Posting | Print Preview | Apply for this JobPlease see Special Instructions for more details.This position is for UNC Charlotte Permanent employees only.* Please do not apply for this position if you are not a current UNC Charlotte Permanent employee. Your application will not be considered. UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits The finalist may be subject to a criminal background check and/or motor vehicle report. » The Search Committee will not contact references without first verifying permission with the finalist ?. Please ensure your full range of knowledge, expertise, abilities, practice, and education are listed on your resume. » Please ensure your resume reflects the knowledge, expertise, abilities, and practices to support your answers to the supplemental questions. » Please submit a resume and cover letter with your application. These documents will be used to evaluate your written communication expertise as well as supporting documents of your knowledge, expertise, abilities, education, and professional practice. Position InformationGeneral InformationVacancy Open to UNC Charlotte Employees Only Employment Type Permanent - Full-time If time-limited, note appointment end date Hours per week 40 Months per year 12 Position Number 000557 NC income Grade Equivalency GN06 Classification Title Administrative Support Specialist - Journey Working Title Administrative Support Specialist income Range $35,608 - $42,500 Anticipate Hiring Range $35,608 - $41,000 FLSA Status Non Exempt Division Business Affairs Department Business Services (Adm) Work Unit Mail Services Work Schedule 8:00 am - 5:00 pm; Monday - Friday with occasional evening and weekend hours required, as necessary. Primary Purpose of Position Clearly advise customers on mailing options/solutions, tracking and passport procedures and inquiries. Process Passport applications securely handling sensitive and confidential information. Schedule Passport Appointments utilizing Once Hub scheduling software. Manage student worker and assignments. Answer telephone and and manage the Departments generic email providing information to students, faculty and staff, parents and vendors. Ensure all windows, doors, and safes are secure at end of day. Responsibilities include sorting and scanning incoming packages. Assigning mail and packages to students using the arrival tracking system and properly routing to lockers and mailroom. Obtaining signatures and distributing packages to students and faculty and staff. Manage all accountable mail distributed to carriers. Utilize software systems to research discrepancies, tracking and answer questions. Generate reports from multiple systems and reconcile stamps, cash, credit card and 49er card daily. Input data into database and manage for benchmarking/dashboard daily. Process invoices for Departmental billing to accounts. Window Clerk tasks include selling postage stamps, shipping supplies and money orders utilizing multiple software systems simultaneously. Troubleshoot all equipment and software systems. Assist in other areas of Department as needed. Remain knowledgeable and up to date of all University polices and how they apply to the following policies and procedures: Department of State, United States Postal Service, North American Money Order. Market all products and services. Anticipate potential problems, determine cause and provide solutions. Servicing a very diverse community, employee must be able to adjust communication style in order to advise customers on products and services, mailing regulations, departmental billing, tracking, and Passport processes and requirements. Must possess the capability to remain professional and calm when assisting irate customers and handling complex situations. Train new employees and federal work study students. Utilize University State Vehicles to deliver departmental mail. Complete all mandatory training and maintain annual Passport certification. Minimum Education/practice Required Minimum Appropriate qualifications: Graduation from high school and one year of related office practice; or an equivalent combination of education and practice. University Preferred Appropriate qualifications: Graduation from high school and demonstrated knowledge, expertise, and abilities gained through three years of specialized office practice or an equivalent combination of education and practice. Essential Job tasks » Prepares and submits Passports to Passport office for processing. » Responsible for marketing and selling various Postal products at the Window Operations. » Answers Postal related questions regarding rates, delivery schedule, and USPS processes interpreted from Postal regulations. » Clearly clarifies customers expectations, thus providing customers with examples of all lines of available postal products for selection located on their needs. » Maintains accountcapability of stamps, PSD and cash drawer accomplishing 100% accountcapability of overall stock during internal audits and US Post Office audits. » Good knowledge of all Departmental billing requirements to ensure postage stamps and mailing supplies are not purchased for personal use. » Understands policies and procedures for issuing stamps to departments by invoicing. » Maintain mail boxes. » Order and maintain inventory of stamps and mailing supplies. » Accurately balance everyday financial reports. » Must possess a valid driver's license. Other Work Responsibilities » Scan, sort, assign and distribute incoming mail/packages utilizing scanners. » Pull data from multiple resources used for recording and dashboard. » Assist in bulk mail area when needed. » Assign mail to students when needed. May deliver mail to department mailrooms. » Ensure all windows, drawers, cabinets and safe are secured daily. Departmental Preferred practice, expertise, Training/Education » High School Diploma with advanced expertise in math, reading and data input. » 2 years practice using Point of Sale. » Mailing and shipping knowledge. » Reconciliation practice. » capability to work autonomously and part of a team. » capability to multi-task while working in a fast paced environment. » Knowledge of Microsoft Office software, with database practice. » Exceptional customer service expertise. » Must obtain Passport Certification through US Department of State within 30 days of hiring. Necessary Licenses or Certifications » capability to obtain Passport Certification through US Department of State within 30 days of hiring. » Valid Drivers License. Work Location Student Union - Union Station Posting date 05/01/2024 Closing date 05/08/2024 Proposed Hire Date 05/20/2024 Contact Information Special Notes to candidates This position is for UNC Charlotte Permanent employees only. * Please do not apply for this position if you are not a current UNC Charlotte Permanent employee. Your application will not be considered. UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits The finalist may be subject to a criminal background check and/or motor vehicle report. » The Search Committee will not contact references without first verifying permission with the finalist ?. Please ensure your full range of knowledge, expertise, abilities, practice, and education are listed on your resume. » Please ensure your resume reflects the knowledge, expertise, abilities, and practices to support your answers to the supplemental questions. » Please submit a resume and cover letter with your application. These documents will be used to evaluate your written communication expertise as well as supporting documents of your knowledge, expertise, abilities, education, and professional practice. Posting Specific QuestionsRequired fields are indicated with an asterisk (*).» * How did you hear about this employment opportunity? » UNC Charlotte Website » HERC Job Board » Inside Higher Education » Circa (formerly known as Local JobNetwork) » Another Website » Agency Referral » Advertisement/Publication » Personal Referral » Other » Where did you lgain about this posting? (Open Ended Question) » * Are you a current employee with UNC Charlotte? » yes » no » * Do you have a valid drivers license? » yes » no » * Do you have at least two (2) years of Point of Sale practice? » Yes » No » * Do you have reconciliation practice? If so, please explain your practice as Information technology relates to this position. (Open Ended Question) Applicant DocumentsRequired Documents» Resume / Curriculum VitaeOptional Documents » Contact Information for References Skills:
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