The University of North Carolina at Charlotte Hiring for Administrative Support Specialist at Student Union – Union Station Full Time

Vacancy Open to:

UNC Charlotte Employees Only

Employment Type:

Permanent – Full-time

Hours per week:

40

Months per year:

12

Position Number:

000557

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 – $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 duties 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 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:

• 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.

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 Experience, Skills, Training/Education:

• High School Diploma with advanced skills in math, reading and data input.
• 2 years experience using Point of Sale.
• Mailing and shipping knowledge.
• Reconciliation experience.
• Ability to work autonomously and part of a team.
• Ability to multi-task while working in a fast paced environment.
• Knowledge of Microsoft Office software, with database experience.
• Exceptional customer service skills.
• Must obtain Passport Certification through US Department of State within 30 days of hiring.

Necessary Licenses or Certifications:

• Ability 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

Special Notes to Applicants:

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, skills, abilities, experience, and education are listed on your resume.

• Please ensure your resume reflects the knowledge, skills, abilities, and experiences 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 skills as well as supporting documents of your knowledge, skills, abilities, education, and professional experience.