Administrative Specialist - Agricultural & Environmental Services Laboratories

*Posting Number:*S09074P*Working Title:*Administrative Specialist - Agricultural & Environmental Services Laboratories*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/](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 1,800 full-time instructional 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.*Posting Type:*External*Retirement Plan:*TRS*Employment Type:*Employee*Benefits Eligibility:*Benefits Eligible*Full/Part time:*Full Time*Additional Schedule Information:*Monday – Friday, 8am – 5pm*Advertised Salary:*Commensurate with Experience*Posting Date:*08/26/2022*Open until filled:*Yes*Proposed Starting Date:*09/05/2022*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 ([email protected]).*UGA Statement:*PLEASE NOTE: On December 7, 2021, the federal District Court for the Southern District of Georgia issued a preliminary injunction against enforcing the vaccine requirement forFederal Contractors pending further review.

As a result, the requirements of the Executive Order and associated guidance, including the vaccination requirement for covered contractor employees, are currently not in effect.The University of Georgia is a Federal Contractor as defined by Presidential Executive Order 14042 and subject to the requirement that Federal Contractors must ensure that all covered employees, including those working remotely, are fully vaccinated by January 4, 2022.

You may be required to show proof of your fully vaccinated status at the time of your start date, or have received a medical or religious exemption from the fully vaccinated requirement at the time of your start date.

For more information regarding the Federal Contractor fully vaccinated employment requirement please visit [https://coronavirus.uga.edu/executive-order/](https://coronavirus.uga.edu/executive-order/) or call (706) 542-2222.*Classification Title:*Office/Clerical Lead*FLSA:*Non-Exempt*Job Family:*Administrative*FTE:*1.00*Minimum Qualifications:*Requires are 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:*Individual must be motivated, team player and demonstrate excellent interpersonal and customer service skills.*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](https://hr.uga.edu/applicants/pre-employment-background-investigations/) website.*Duties/Responsibilities:**Administrative Support** Oversees day-to-day operation of the front office.

Greets and assists clients and visitors.

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 telephone & Inventory representative.

Maintains Departmental files and all other filing.

Provides support to the Director and Program Coordinators of the Lab as requested.* 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/Handshake.

Creating folders on new hires and reporting new hires name/email to AESL IT to update list of employees on Website.* Provides backup assistance to Business Manager on other task as needed.*Percentage of time:*50*Duties/Responsibilities:**Financials** Processes payroll approvals of hourly and salaried employees in OneUSG and communicates with OneUSG to setup new staff on web clock.* Coordinates the purchasing of supplies and equipment through UGAmart by working with Lab Coordinators and supervisors to keep inventory current or to schedule equipment maintenance.* 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:*Performs other related duties as assigned.*Percentage of time:*10*Contact Details:*For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

*Recruitment Contact Name:*Michelle Doster*Recruitment Contact Email:*[email protected]