Administrative Support Specialist

7:30 am - 4:30 pm; Monday - Friday with occasional evening and weekend hours required, as necessary.

Responsibilities include sorting and scanning incoming packages. Assigning mail and packages to students using the arrival tracking system and properly routing them to lockers and the mailroom. Obtaining signatures and distributing packages to students, faculty, and staff. Manage all accountable mail distributed to carriers. Utilize software systems to research discrepancies, track, and answer questions. Generate reports from multiple systems and reconcile stamps, cash, credit card, and 49er card daily. Input data into the 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, passport procedures, and inquiries. Process Passport applications securely, handling sensitive and confidential information. Schedule Passport Appointments utilizing Once Hub scheduling software. Manage student workers and assignments. Answer telephone and manage the department's generic email, providing information to students, faculty, staff, parents, and vendors. Ensure all windows, doors, and safes are secure at the end of the day. Troubleshoot all equipment and software systems. Assist in other areas of the department as needed. Remain knowledgeable and up to date on all University policies and how they apply to the following policies and procedures: Department of State, United States Postal Service, and North American Money Order. Market all products and services. Anticipate potential problems, determine the cause, and provide solutions. Servicing a very diverse community, employees must be able to adjust their 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.

Required Minimum Qualifications:

Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.

Note: Some state job postings state you can qualify by an 'equivalent combination of education and experience.' If that language appears above, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both.

Scan, sort, assign, and distribute incoming mail/packages utilizing scanners. Pull data from multiple resources used for recording and the dashboard. Assist in the bulk mail area when needed. Assign mail to students when needed. May deliver mail to department mailrooms. Ensure all windows, drawers, cabinets, and the safe are secured daily.