UPD Temporary Administrative Generalist

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  • Job Number:523685
  • Classification:Temporary Clerical
  • Grade:Temporary Staff Grade 77
  • Work type:On Campus, Temporary
  • Administrative Unit:University of Alaska Anchorage
  • School/Business unit:UAA VCAS University Police
  • Location:Anchorage
  • Categories: Administrative/Personnel, Office/Clerical

Position Summary:

The University of Alaska Anchorage (UAA) University Police Department (UPD) is seeking applicants for a Temporary Clerical Assistant to assist with a variety of administrative and clerical tasks. The Clerical Assistant will work under general direction of the UAA UPD Records & Accreditation Manager and the UPD Chief of Police. Examples of typical work include: clerical and administrative (filing, copying, scanning, shredding), communications (composing emails, and corresponding with the community verbally (via the telephone and in-person). UPD aspires to be a recognized leader in community safety, composed of highly trained and professional employees who partner with the community to address community safety needs. The UAA UPD holds to the following values: • To always act with honesty, integrity and fairness • To treat everyone with respect and patience • To be dependable

Duties:

50Office Support • Answer the phone, take messages, and disseminate information • Screen calls/correspondence, answer routine inquiries, and/or provide information or refer inquiries to appropriate staff members • Open, sort, distribute, collect, and deliver mail • Maintain an inventory of equipment and supplies • Order supplies and equipment to support offices, programs, labs, etc • Receive or deliver materials and equipment • Proofread typed materials for grammatical and typographical errors (e.g., correspondence, reports, manuscripts, articles) • Prepare correspondence which may include editing drafts, composing correspondence for supervisor’s signature, drafting letters or memorandums, and/or initiating correspondence requiring knowledge of procedures and processes • Compile information for routine reports, directories, course support, org charts, etc • Prepare brochures, newsletters, flyers, event schedules, marketing materials, and/or news releases for dissemination to internal/external audiences. May include proofreading/editing drafts, creating first drafts, using desktop publishing software to layout documents, and/or coordinating the printing/publishing/distribution process • Maintain supervisor’s calendar; advise about commitments and schedule appointments • Schedule meetings, including reserving facility and arranging audio/video support • May determine which visitors need to be seen by supervisor • Record and transcribe proceedings of meetings and conferences • Coordinate with other divisions or units as needed to clarify policies and procedures • Maintain and develop routine web pages • Respond to complaints and routine requests for information • Verify and review materials for completeness and conformance with established regulations and procedures • Operate automated text and data processing equipment to input, access, and retrieve data • Operate and troubleshoot photocopiers, fax machines, and printers • Photocopy materials as needed for department staff • Open/close offices (maintain office keys) • Maintain office conference room facilities • Coordinate contractual maintenance for office software/hardware • Troubleshoot and resolve problems that may arise during day-to-day office operations • Perform other duties as assigned by the UAA UPD Records and Accreditation Manager and/or the UPD Chief.Essential
50Records Management • Enter and retrieve information using personal computer • Develop, maintain, and track records or confidential or complex files which may include but are not limited to: student records, faculty files, or personnel files • File and retrieve records and reports • Organize and maintain filing systems; maintain records related to specific area of assignment • Maintain databasesEssential
Knowledge, Skills, Abilities: • Ability to multi-task and prioritize projects.
• Ability to establish and maintain files and recordkeeping systems.
• Ability to file and track information.
• Ability to work independently and exercise strong human relation skills.
• Ability to follow directions given by supervisors or co-workers.
• Knowledge of general office procedures and etiquette.
• Ability to maintain confidentiality.
• Ability to operate and troubleshoot basic office equipment.
• Strong communication skills, both written and verbal.
• Ability to use various software platforms (Office Word, Excel, PowerPoint and/or Google Docs/Sheets/Presentations).
• Knowledge of or willingness to learn policies, procedures and organizational structure of the University of Alaska Anchorage, the University of Alaska Board of Regents, and various laws and statutes pertaining to law enforcement.

Must successfully pass a thorough background investigation, as directed by University of Alaska Board of Regents Policy, Alaska Police Standards Council, and FBI – Criminal Justice Information Systems requirements.
Typical Experience:
Experience in an office setting, responsible for and performing office/administrative related tasks.
Required Education or Training:

High School graduation and two years progressively responsible office/administrative experience, or an equivalent combination of training and experience.

Salary Information:

This is a temporary position. New hires will be placed on the UA temporary staff salary schedule, Grade 77, based on education and experience.

Special Instructions to Applicants:

Please attach a resume, cover letter, and the names and contact information (email address and phone number) for one (1) professional reference with your application.

Applications will be reviewed on a rolling basis until a successful candidate is identified. Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient and viable number of qualified candidates have been identified.

*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction.  Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.


The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.


UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination


The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.


Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.


If you have any questions regarding this position, please contact Katelyn Leary, UAA Shared Services HR Coordinator, at kaleary@alaska.edu or 907-786-4801.

 

Advertised: Alaskan Standard Time
Applications close: Alaskan Daylight Time

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