Administrative Specialist - AESL

Posting Details Posting Details Posting Number S12833P Working Title Administrative Specialist - AESL Department CAES-Ag&Environmental Svcs Lab About the University of Georgia Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education ( https://www.uga.edu/ ). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens. About the College/Unit/Department College/Unit/Department website Posting Type External Retirement Plan TRS Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information Monday through Friday, 8am to 5pm Advertised Salary $40,000-$50,000, Commensurate with Experience Posting Date 10/30/2024 Open until filled Yes Closing Date Proposed Starting Date 12/02/2024 Special Instructions to Applicants Location of Vacancy Athens Area EEO Policy Statement The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrwebuga.edu). USG Core Values Statement The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/p8.2.18_personnel_conduct . Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653 . Position Information Classification Title Office/Clerical Lead FLSA Non-Exempt FTE 1.00 Minimum Qualifications Requires at least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications. Preferred Qualifications Position Summary This position is the primary administrative and clerical support of the Agricultural and Environmental Services Laboratories (AESL). It oversees the day to day operations of front office which includes serving as principal contact on the phone as well as greeting walk-in clients. This position is also responsible for running the day to day functions in the front office and provides information to our local county extension offices concerning sampling status, fees, turnaround times for results etc. Knowledge, Skills, Abilities and/or Competencies Ability to obtain a thorough knowledge of UGA policies and procedures Working knowledge of office practices and procedures Ability to use discretion and professional judgement Ability to use independent judgment Ability to work under limited supervision Excellent organizational and analytical skills Familiarity with e-Commerce and Point Of Sale systems Physical Demands Sit at computer for extended periods of time Lift and/or move up to 30 lbs. Package up boxes and move to pickup location in Lab Climb ladder to handle supplies Is driving a responsibility of this position? No Is this a Position of Trust? Yes Does this position have operation, access, or control of financial resources? Yes Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? No Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) Yes Credit and P-Card policy Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website . Background Investigation Policy Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website . Duties/Responsibilities Duties/Responsibilities Administrative Support Provides complete administrative support to the Director of the Agricultural and Environmental Service Laboratories (AESL) which is composed of three laboratories (about 30 benefits eligible full-time employees). Oversees day to day operation of the front office, which includes serving as principal contact on the phone as well as greeting walk-in clients. Opens and distributes all incoming mail. Assist with monitoring and distributing of departmental email and following up on action items. Serves as principal contact for the phone, handles mail, and prepares outgoing mail deliveries; Handles facility maintenance requests. Manages equipment inventory and serves as Inventory representative. Maintains Departmental files and all other filing. Manages the E-Commerce purchasing of soil test kits, fulfilling orders in TouchNet Marketplace, maintaining records of orders, and distribution of kits to clients via carrier. Responsible for monthly reconciliation reporting of credit card transactions fulfilled in TouchNet. Closes out credit card machine and creates a deposit in TouchNet of daily walk-in credit card runs. Receives and processes correspondence from Direct Soil Submission Clients and responds to their request for shipping supplies. Communicates with College of Agriculture ESupply to maintain inventory of sample bottles and shipment containers as requested by Georgia County Extension offices. Provides key support for the hiring process from recruitment to hire in UGAJobs. Initiates new positions, handles position modifications and evaluations, requests for salary actions, updates supervisors and position information in UGAjobs. Creating folders on new hires and reporting new hires name/email to AESL IT to update list of employees on Website. Percentage of time 50 Duties/Responsibilities Financials Coordinates the purchasing of supplies and equipment through UGAmart by working with Lab staff and supervisors to keep inventory current or to schedule equipment maintenance. Duties included but not limited to, monitor and maintain records of purchases and open POs from current and previous fiscal years, oversee annual contract renewals and process POs for each fiscal year. Initiates payment requests for utilities/invoices/4-H Foundation in OneSource. Maintains a record of funds and expenditures for 4-H accounts and provides correspondence pertaining to 4-H donations to donors. Percentage of time 40 Duties/Responsibilities Other related duties as assigned. Percentage of time 10 Contact Information Recruitment Contact Contact Details For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below. Recruitment Contact Name Jason Lessl Recruitment Contact Email soiltestuga.edu Recruitment Contact Phone Posting Specific Questions Required fields are indicated with an asterisk (). Applicant Documents Required Documents Resume/CV Cover Letter List of References with Contact Information Optional Documents