Administrative Associate II

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:

• Evaluates own professional strengths and weaknesses and develops goals based on identified needs

Professional Ethics:

• Respects the confidentiality of all children, families, and staff members

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

• Resume/CV
• Cover Letter

Optional Documents

• List of References with Contact Information

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.