OFFICE SUPPORT ASSISTANT II

Hiring Department

College of Education and Human Development - Adventure Club

Job Description

Serve as liaison between the community and the Adventure Club program. Answer a high volume of telephone calls and relay specific information about program policies and services. Greet customers to receive payments and other miscellaneous information for Adventure Club families. Focuses on completing work effectively, efficiently and in a timely manner. Ability to cross train in other areas and provide clerical support. Assist Administrative staff, Site Facilitators, and Office Staff with a wide scope of projects, presentations, and paperwork when needed. Ability to utilize the copy machine, fax machine, PC computer, communicate through e-mail, and network space. Implement problem-solving techniques when needed to resolve and dissipate conflict situations. Uses existing procedures to solve straightforward problems, perform tasks, and activities efficiently and in a timely manner. Adhere to University and Adventure Club policies and procedures. Additional duties as assigned.

Community Liaison for Adventure Club

• Greet visitors and answer questions regarding operational hours, descriptions of programs, employment opportunities, software issues, and provide directions to office.
• Assist new employees with completing hire paperwork, orientation video and health and safety training.
• Advise visitors of approximate duration of their wait and see that they are comfortable; and inform Director, Associate Director, and other office personnel of appointment arrivals.
• Receive and deliver accurate and timely information/messages for all staff members.

Fiscal Responsibilities

• Accept payments, including checks and money orders, from the 700+ families. Check payment drop box by 9:00 AM daily.
• Review accounts in database and reconcile minor discrepancies.
• Initiate and process Third Party ACH wires. and CRRs.
• Reconcile Bi-Weekly and Monthly Time and Labor for errors.
• Maintain conference information for all attendees, process conference registrations, assist with travel arrangements (hotel/airfare), and travel reimbursements through PeopleSoft Travel and Expense.

Provide Support for Office and Administrative Staff

• Type memos, letters, and make copies as provided by the Director, Associate Director, or other personnel in addition to assisting all office staff with various projects.
• Place calls for Director, Associate Director, and other personnel as well as take and deliver messages for Site Facilitators.
• Stock Snack for sites weekly.
• Maintain general appearance of communal space, snack room, workroom, and pickup newspaper daily.
• Ensure opening and closing procedures completion, positioned to answer phones, and assist customers by opening time.
• Trouble shoot equipment issues, contact service repair when needed.
• Assist when having special events with placing orders, pickups, set up, cleanup, and other requests.
• Participate in the collection process of past due families with Assistant Office Supervisor.
• Scan and save any necessary documents for child, financial and payroll record retention in network
• Weekly delivery of CRR deposits to the Office of Cashiers located at 325 Jesse Hall on campus.
• Other miscellaneous drop off and pick-ups upon request
• Complete CPR and First Aid Instructor training and teach CPR and First Aid to staff as needed, typically during work hours
• Other duties as assigned

Staff Meetings

• Keep track of scheduled meeting minutes for all Site Facilitator meetings, maintain computerized folders to store meeting minutes after data entry.
• Participate in biweekly staff meetings with Director, Associate Director, Program Coordinators, Office Supervisor, Assistant Office Supervisor, and Registration Assistant.
• Meet weekly with Assistant Office Supervisor.

Salary

Salary Range: $15.50-$16.25 per hour

$1,500 Hiring Incentive

Grade: GGS-004

University Title: Office Support Assistant II

Internal applicants can determine their University title by accessing the Talent Profile tile in myHR.

Shift

Monday-Friday, 7:30 AM - 4:00 PM (may vary on occasion).

Minimum Qualifications

• A high school diploma or an equivalent and at least 1 year of experience from which comparable knowledge, skills, and abilities can be acquired is necessary

Additional Qualifications Screened by the Department

• A valid driver’s license and reliable transportation needed for errands (Campus Cashiers, CPS, Post Office, etc.)
• Ability to pass a comprehensive criminal background check as well as an additional FBI fingerprinting check.

Preferred Qualifications

• Positive attitude
• Dependable and organized
• Past experience in accounting or a related area
• Strong written and oral communication skills
• Attention to detail
• Ability to efficiently utilize Word, Excel, E-mail, Internet, and Network Space
• People Soft knowledge preferred, but not required
• Must be able to lift up to 50 lbs.

Benefit Eligibility

This position is eligible for University benefits. The University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, and educational fee discounts. For additional information on University benefits, please visit the Faculty & Staff Benefits website at http://www.umsystem.edu/totalrewards/benefits

Values Commitment

We value the uniqueness of every individual and strive to ensure each person’s success. Contributions from individuals with diverse backgrounds, experiences and perspectives promote intellectual pluralism and enable us to achieve the excellence that we seek in learning, research and engagement. This commitment makes our university a better place to work, learn and innovate.

In your application materials, please discuss your experiences and expertise that support these values and enrich our missions of teaching, research and engagement.

Equal Employment Opportunity

Equal Opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without unlawful discrimination on the basis of their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted in such a manner as to violate the legal rights of religious organizations or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America. For more information, call the Director of Employee and Labor Relations at 573-882-7976.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.

Know Your Rights

To read more about Equal Employment Opportunity (EEO) please use the following links:

• Know Your Rights English Version
• Know Your Rights Spanish Version

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