Administrative Support Specialist
Charlotte, North Carolina
Employer: University of North Carolina at Charlotte
Industry: Mail Services
Salary: $35608 - $42500 per year
Job type: Full-Time
General Information
Vacancy Open to All Candidates Employment Type Permanent - Full-time If time-limited, note appointment end date Hours per week 40 Months per year 12 Position Number 000552 NC Salary Grade Equivalency GN06 Classification Title Administrative Support Specialist - Journey Working Title Administrative Support Specialist Salary Range $35,608 - $42,500 Anticipate Hiring Range $35,608 - $42,500 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.
This is a multi-position posting to also fill position #000565 and #000552
Primary Purpose of Position
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 duties include selling postage stamps, shipping supplies and money orders utilizing multiple software systems simultaneously. 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. 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 ability 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/Experience
Required Minimum Qualifications:
Graduation from high school and one year of related office experience; or an equivalent combination of education
and experience.
University Preferred Qualifications:
Graduation from high school and demonstrated knowledge, skills, and abilities gained through three years of specialized office experience or an equivalent combination of education and experience.
Essential Job Duties
This is a multi-position posting to fill position #000552 with an anticipated start date of 6/10/2024 and position #000565 with an anticipated start date of 8/5/2024.
UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits
The finalist may be subject to a criminal background check and/or motor vehicle report.
Please upload reference information including names, position titles and company/institutions, phone numbers, and email addresses of at least two current/previous supervisors.
Please submit a resume and cover letter with your application if requested.
Vacancy Open to All Candidates Employment Type Permanent - Full-time If time-limited, note appointment end date Hours per week 40 Months per year 12 Position Number 000552 NC Salary Grade Equivalency GN06 Classification Title Administrative Support Specialist - Journey Working Title Administrative Support Specialist Salary Range $35,608 - $42,500 Anticipate Hiring Range $35,608 - $42,500 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.
This is a multi-position posting to also fill position #000565 and #000552
Primary Purpose of Position
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 duties include selling postage stamps, shipping supplies and money orders utilizing multiple software systems simultaneously. 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. 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 ability 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/Experience
Required Minimum Qualifications:
Graduation from high school and one year of related office experience; or an equivalent combination of education
and experience.
University Preferred Qualifications:
Graduation from high school and demonstrated knowledge, skills, and abilities gained through three years of specialized office experience or an equivalent combination of education and experience.
Essential Job Duties
- Scan, sort, assign and distribute incoming mail/packages utilizing scanners.
- 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 based on their needs.
- Maintains accountability of stamps, PSD and cash drawer accomplishing 100% accountability of overall stock during internal audits and US Post Office audits.
- Good understanding 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 daily financial reports.
- Must possess a valid driver's license.
- 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.
- High School Degree with advanced skills in math, reading and data input.
- Minimum of 2 years experience using Point of Sale.
- Experience selling postal stamps and/or supplies using a Point of Sales.
- Experience working in Postal environment, University Mail Center experience preferred.
- Experience handling mail & packages using tracking software, including handheld devices.
- Ability to multi-task while working in a fast paced environment.
- Proficiency with Microsoft Office software, MS Word, Excel, and Google products; working in databases.
- Program Knowledge, Information/Records Administration, Office Technology, Problem Solving.
- Verbal/Interpersonal Skills, Written Communication, Budgeting, Work Coordination.
- Exceptional customer service skills.
- Must obtain Passport Certification through US Department of State within 30 days of hiring.
- Valid driver's license.
- Must obtain Passport Certification through US Department of State within 30 days of hiring.
This is a multi-position posting to fill position #000552 with an anticipated start date of 6/10/2024 and position #000565 with an anticipated start date of 8/5/2024.
UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits
The finalist may be subject to a criminal background check and/or motor vehicle report.
Please upload reference information including names, position titles and company/institutions, phone numbers, and email addresses of at least two current/previous supervisors.
- The Search Committee will not contact references without first verifying permission with the finalist .
- Do not write 'see resume' on your application when completing the job duties section.
Please submit a resume and cover letter with your application if requested.
- These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education, and professional experience.
Created: 2024-05-18
Reference: 56406
Country: United States
State: North Carolina
City: Charlotte
ZIP: 28269
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