Administrative Support Specialist

Primary Purpose of Position Responsibilities include sorting and scanning incoming packages, assigning mail and packages to students using the arrival tracking system, and routing them to lockers and the mailroom. The Administrative Support Specialist obtains signatures, distributes packages to students, faculty, and staff, and manages accountable mail for carriers. The role utilizes software systems to research discrepancies, track inquiries, and generate reports from multiple systems. The Specialist reconciles stamps, cash, credit card, and 49er card daily, inputs data into the database, and processes invoices for departmental billing. Window Clerk duties involve selling postage stamps, shipping supplies, and money orders, advising customers on mailing options, and handling passport applications securely. The Specialist schedules passport appointments, manages student workers, answers telephone and email inquiries, and ensures windows, doors, and safes are secure. Troubleshooting equipment and software systems, marketing products and services, and providing solutions to potential problems are also part of the role. Required Minimum Qualifications Graduation from high school and one year of related office experience; or an equivalent combination of education and experience. Prepares and submits passports to the Passport Office for processing. Responsible for marketing and selling various postal products at the window operations. Answers postal‑related questions regarding rates, delivery schedule, and USPS processes. Clarifies customers’ expectations and provides examples of available postal products. Maintains accountability of stamps, PSD, and cash drawer, achieving 100% accountability during audits. Understands departmental billing requirements to prevent personal use of stamps and supplies. Processes invoices and issues stamps to departments by invoicing. Orders and maintains inventory of stamps and mailing supplies. Accurately balances daily financial reports. Possesses a valid driver’s license. Departmental Preferred Experience, Skills, Training/Education Advanced skills in math, reading, and data input. Ability to multitask in a fast‑paced environment. Knowledge of Microsoft Office software. Experience with point of sale systems and working in databases. Position Details Hours per week: 40 Months per year: 12 Position Number: 000565 Salary Range: $35,608 – $43,775 Anticipated Hiring Range: $35,608 – $43,775 FLSA Status: Non Exempt Division: Business Affairs Department: Business Services (Adm) Work Unit: Mail Services Work Schedule: 7:30 am – 4:30 pm; Monday – Friday with occasional evening and weekend hours required, as necessary. Work Location: Prospector Posting Date: 06/17/2026 Closing Date: 07/01/2026 Proposed Hire Date: 07/15/2026 #J-18808-Ljbffr