Position Title:

Administrative Specialist CL3 - Work Control (id:84160)

Campus:

Orono

Department:

Auxiliary Enterprises - OHOUS

Bargaining Unit:

ACSUM

Salary Band/Wage Band:

B23

Work Schedule:

Mon-Fri 8am-4:30pm

Location:

Orono ME

Statement of the Job:

Position is available to employees of the Associated C.O.L.T. Staff of the University of Maine from 05/20/2024 through 05/24/2024 and open to external applicants thereafter.

This position supports Auxiliary Enterprises and Facilities Management through accounting, administrative, and customer service related duties, primarily. A typical work day consists of in-office phone and email-related customer service and support for Aux/FM employees, the campus community, students, and the general public. The person selected for this position must be able to prioritize duties and perform at a high level in a fast-paced environment with multiple competing and varied tasks. Assignments include, but are not limited to: reviewing and monitoring work orders in the AIM system, entering payroll, tracking and billing work, requisitioning administrative and shop tools, equipment, and supplies, processing purchase orders, processing payroll deductions for safety-related work attire,and correspondence with departmental staff, and the campus community.

Full time, regular position, 40 hours per week, 5 days a week. Daily work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m. This position pays $19.59/hour, or applicable transfer rate.

Essential duties and responsibilities include, but are not limited to:

• Screens calls, visitors, and mail, and provides a full range of communications.

• Provides complex administrative support which may include maintaining department data and utility data, preparing, updating, and distributing departmental documents.

• Learns and uses software systems such as MaineStreet, Marketplace, Concur, AiM, and other.

• Creates and manages UMaine/UMM customer requests; monitors work orders.

• Creates, organizes, and maintains files, including confidential department, employee, and student files.

• Performs basic bookkeeping functions such as: tracking budgets, monitoring expenditures, preparing purchase orders, depositing cash and checks, reconciling general ledgers, preparing financial reports, and performing payroll tasks.

• May lead, coordinate and/or delegate work assignments and projects to student workers. May instruct others in work methods and procedures, verify the work of others and/or motivate individuals and encourage group efforts. May handle the most complex issues requiring substantial knowledge of institutional operations. May anticipate and plan for problems and issues.

• Provides a full range of communications, both verbally and in writing, regarding non-routine questions, issues and procedures; handles the most complex and sensitive customer/student requests requiring a comprehensive understanding of relevant policies, procedures and rules. Prepares individualized responses for non-routine and/or escalated issues.

• Performs other duties of a similar nature or level.

• Work is performed in a typical office setting on site. Remote work is not available.

Complete Classification Specifications (https://umaine.hiretouch.com/uploads/501/file/UMS_Administrative_Specialist_05-02-2012_31.docx)

About the University:

The University of Maine is a community of more than 11,900 undergraduate and graduate students, and 2,500 employees located on the Orono campus, the regional campus in Machias, and throughout the state. UMaine is a land, sea and space grant university, and maintains a leadership role as the University of Maine System's flagship institution. UMaine is the state's public research university and a Carnegie R1 top-tier research institution, dedicated to providing excellent teaching, research and service for Maine, the nation and the world. More information about UMaine is at umaine.edu.

The University of Maine offers a wide range of benefits (http://www.maine.edu/about-the-system/system-office/human-resources/benefits/) for employees including, but not limited to, tuition benefits (employee and dependent), comprehensive insurance coverage including medical, dental, vision, life insurance, and short and long term disability as well as retirement plan options. As a former NSF ADVANCE institution, the University of Maine is committed to diversity in our workforce and to dual-career couples.

UMaine is located in beautiful Central Maine. Many employees report that a primary reason for choosing to come to UMaine is quality of life. Numerous cultural activities, excellent public schools, safe neighborhoods, high quality medical care, little traffic, and a reasonable cost of living make the greater Bangor area a wonderful place to live. Learn more about what the Bangor region has to offer here (https://www.bangorregion.com/) .

Qualifications:

Required:

• 60 or more credits of higher education or equivalent combination of work experience and training AND three years of administrative/office experience;

• Knowledge of Customer Service principles;

• Knowledge of Safety principles;

• Exceptional written and verbal communication skills;

• Interpersonal skills to interact with and exchange or convey information to coworkers, supervisors, students, and the general public;

• Strong computer skills, including Microsoft Office, Google Suite, OneDrive, and other web-based software and databases; aptitude to learn and adapt to new and changing technology.

• Ability to multitask, switch priorities, and perform a wide variety of tasks in a fast-paced environment.

• Demonstrated ability to work independently and meet deadlines.

• Familiarity with the operation of office equipment;

• Knowledge of recordkeeping principles

• Knowledge of basic budgeting principles

Preferred:

• Knowledge of MaineStreet, Marketplace, Concur, AiM and/or other, similar financial systems.

  Other Information:

Materials must be submitted via "Apply For Position" below. You will need to create a profile and application; upload:

1.) a cover letter which describes your experience, interests, and suitability for the position 2.) a resume 3.) contact information for three professional references

You will also need to submit the affirmative action survey, the self-identification of disability form, and the self-identification of veteran status forms. Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University.

Search Timeline is as follows:

Review of applications to begin: May 27, 2024 Interviews to begin no earlier than: June 3, 2024 Tentative start date: June 24, 2024

For questions about the search, please contact search committee chair Jodi Munster at jodi.munster@maine.edu or 207-581-2720.

The successful applicant is subject to appropriate background screening.

In complying with the letter and spirit of applicable laws and pursuing its own goals of diversity, the University of Maine System does not discriminate on the grounds of race, color, religion, sex, sexual orientation, transgender status, gender, gender identity or expression, ethnicity, national origin, citizenship status, familial status, ancestry, age, disability physical or mental, genetic information, or veterans or military status in employment, education, and all other programs and activities. The University provides reasonable accommodations to qualified individuals with disabilities upon request. The following person has been designated to handle inquiries regarding non-discrimination policies: Director of Equal Opportunity, 5713 Chadbourne Hall, Room 412, University of Maine, Orono, ME 04469-5713, 207.581.1226, TTY 711 (Maine Relay System).

Length:

Fiscal Year (12 Months)

Required Documents:

Cover Letter, References, Resume/CV