University Of Georgia Athens , GA 30602
Posted 2 months ago
Position Information
Classification Title Office/Clerical Assistant FLSA Non-Exempt 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 Position Summary
As an employee of the Child Development Lab at the McPhaul Center, you are expected to demonstrate a high level of professionalism in the workplace. Professionalism encompasses a commitment to excellence, honesty, integrity, respect for others, dedication and responsibility. Overall, professionalism is both an attitude and a lifestyle for the workplace, from the way we answer the phone to the way we build relationships with children, parents, students, and co-workers. It is a set of standards and values we uphold everyday and it is demonstrated in the way we work, the care we give and the contributions we make to society through the quality care for children. It is the foundation upon which we establish dependability and communicate competence within our work environments.
This position involves the coordination and implementation of administrative services. Job responsibilities include but are not limited to processing hiring proposals and working within UGAJobs, assisting with financial and accounting paperwork and regular bills, bookkeeping/budgeting, typing/copying, and assisting in maintaining current and accurate files on students and personnel at the Child Development Lab. This position requires attendance at monthly staff meetings and assistance to faculty in the Houses in the event that their administrative assistants are not available or if someone needs assistance.
Knowledge, Skills, Abilities and/or Competencies
Personal Qualities compatible with Job Expectations
Demonstrates an understanding of essential functions of the position in order to successfully complete duties
Utilizes other resources effectively to gain knowledge needed for the position
Uses sound reasoning to make decisions and/or acquire necessary information for making decisions
Takes initiative and completes tasks as needed
Eager to learn and explore new methods to accomplish tasks
Ability to work under changed or new situations or working conditions
Exhibits problem-solving and decision making skills while working independently or as part of a team
Attendance and Punctuality:
Notifies appropriate parties when employee is going to be late or absent
Adequate attendance and punctuality
Uses annual and sick leave in accordance with University policy
Dependability:
Degree to which the employee can be relied upon to follow instructions and complete assigned tasks
Carries out job responsibilities with independence and efficiency
Professional Growth and Development:
Professional Ethics:
Interpersonal Relationships :
Interactions with Co-Workers, Students, Supervisors, and Parents
Works cooperatively with co-workers
Able to provide and accept constructive feedback and utilize it to improve functioning
Provides orientation, guidance, and feedback to interns and students.
Works collaboratively with other professionals (staff, professors, supervisors, etc.)
Shares materials and ideas with other staff members
Respects and values co-workers by developing camaraderie and avoiding negative criticism
Exhibits cooperativeness, tact, and courtesy when interacting with others
Physical Demands
Ability to sit at computer for long periods, lift up to 40 lbs and climb stairs. The position also controls locked front doors and would need to be up and down through out day.
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? Yes 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
Center Operations
Greet and assist visitors, students, parents and UGA personnel in a professional manner
Be available to answer parents, CDL staff, and students' questions or guide them to individuals who can best assist
Email applications and prospective parent handbooks to individuals requesting information regarding registration
Verify attendance within each classroom and enter times into ProCare as needed
Keep adequate amount of office supplies on hand and keep a list of materials needed to re-order
Assist with processing of orders
Assist all staff members with administrative tasks as needed
Submit work orders for building maintenance (leaks, drains, etc.)
Distribute mail in a timely manner
Maintain a clean and healthy work environment
Maintain strict confidentiality standards regarding staff of the Child Development Lab and other UGA personnel
Emergency Situations
When fire/weather drills or actual emergency situations arise, follow the set protocol for each situation
Assist in classrooms in emergency situations
Always take the children's files when emergency situations arise
Percentage of time 45 Duties/Responsibilities
Financial Operations for Child Development Lab at the McPhaul Center, and additional Foundation accounts and/or grants
Review monthly deposits and transactions in UGA financials
Reconcile UGA financials with CDL records monthly
Provide monthly report to CDL Director of CDL finances
Participate in monthly meetings between CDL Director and HDFS Finance
Assess application fees in ProCare on date application received
Assess annual supply fees in ProCare during enrollment period for new programming year
Accounts Payable
Process all check requests in a timely manner with attention to detail
Process reimbursement paperwork and/or requests with attention to detail
Process all purchase orders with attention to detail
Assist with preparation of requests for conference attendance, travel forms, travel reimbursement forms
File all information promptly in the appropriate files and binders
Accounts Receivable
Process all checks by stamping and making copies
Process check, cash and credit card payments through TouchNet
Create and issue receipt for any cash payments received
Transport check and cash deposits to Business Office
Provide electronic receipts to families as requested
Assist parents with cumulative childcare expense information for tax purposes at end of year
Review payroll deduction reports as provided and notify Payroll of changes needed
Process all payroll deduction requests and adjust during programming year as needed or requested by families
Percentage of time 25 Duties/Responsibilities
Center Personnel and Student Management
Work within UGAJobs to create job postings, view and review applications, initiate hiring proposals, and follow up on hiring proposal process
Oversee Andover Access and maintain accurate records
Maintain ProCare by entering in applications and dates received
Enter information into CAPS Maximus system on a regular basis for children in programming who are part of the CAPS program
Percentage of time 15 Duties/Responsibilities
Maintains Current and Accurate Records on Students
Assist in maintaining children's files, making sure all forms are completed when turned in
Maintain children's emergency contact information files
Maintain children's immunization files and send notices to parents regarding expired immunizations
Maintain current and accurate records on employees
Maintain confidentiality standards with regards to all family and child information
Provide kitchen with list of children's food allergies and update as needed
Percentage of time 10 Duties/Responsibilities
Planning and Organization
Organize work and utilize time and resources effectively to accomplish the tasks assigned
Percentage of time 5
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 Amy Kay Powell Recruitment Contact Email akay@uga.edu Recruitment Contact Phone
Posting Specific Questions
Required fields are indicated with an asterisk (*).
Applicant Documents
Required Documents
Optional Documents
Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR (hrweb@uga.edu).
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.
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