Administrative Support Specialist

8:00 am - 5:00 pm: Monday - Friday with occasional evening and weekend hours required, as necessary.

Primary responsibilities are to process Passport applications securely handling sensitive and confidential information. Schedule Passport Appointments utilizing Once Hub scheduling software. Clearly advise customers on mailing options/solutions, tracking and passport procedures and inquiries. Window Clerk duties include selling postage stamps, shipping supplies and money orders utilizing multiple software systems simultaneously. 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. 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 varied 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.

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.

UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits/benefits-overview/ 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 or Temporary employee. Your application will not be considered.