Administrative Support Specialist

Position Information General Information Vacancy Open to UNC Charlotte Employees Only Employment Type Permanent - Full-time If time-limited, note appointment end dateHours per week 40 Months per year 12 Position Number 010505 NC Salary Grade Equivalency NC09 Classification Title Administrative Support Specialist - Journey Working Title Administrative Support Specialist Salary Range $35,608 - $43,775 Anticipate Hiring Range $35,608 - $43,775 FLSA Status Non Exempt Division Business Affairs Department Business Services (Adm) Work Unit Mail Services Work Schedule 8:00 am - 5:00 pm: Monday - Friday with occasional evening and weekend hours required, as necessary. Primary Purpose of Position Primary responsibilities are to process Passport applications securely handling sensitive and confidential information. Schedule Passport Appointments utilizing Once Hub scheduling software. Clearly advise customers on mailing options/solutions, tracking and passport procedures and inquiries. Window Clerk duties include selling postage stamps, shipping supplies and money orders utilizing multiple software systems simultaneously. Manage student worker and assignments. Answer telephone and and manage the Departments generic email providing information to students, faculty and staff, parents and vendors. Ensure all windows, doors, and safes are secure at end of day. Responsibilities include sorting and scanning incoming packages. Assigning mail and packages to students using the arrival tracking system and properly routing to lockers and mailroom. Obtaining signatures and distributing packages to students and faculty and staff. Manage all accountable mail distributed to carriers. Utilize software systems to research discrepancies, tracking and answer questions. Generate reports from multiple systems and reconcile stamps, cash, credit card and 49er card daily. Input data into database and manage for benchmarking/dashboard daily. Process invoices for Departmental billing to accounts. Troubleshoot all equipment and software systems. Assist in other areas of Department as needed. Remain knowledgeable and up to date of all University polices and how they apply to the following policies and procedures: Department of State, United States Postal Service, North American Money Order. Market all products and services. Anticipate potential problems, determine cause and provide solutions. Servicing a varied community, employee must be able to adjust communication style in order to advise customers on products and services, mailing regulations, departmental billing, tracking, and Passport processes and requirements. Must possess the ability to remain professional and calm when assisting irate customers and handling complex situations. Train new employees and federal work study students. Utilize University State Vehicles to deliver departmental mail. Complete all mandatory training and maintain annual Passport certification. Minimum Education/ExperienceRequired Minimum Qualifications: Graduation from high school and one year of related office experience; or an equivalent combination of education and experience. Note: Some state job postings state you can qualify by an 'equivalent combination of education and experience.' If that language appears above, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both. Essential Job Duties Prepares and submits Passports to 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 interpreted from Postal regulations. Clearly clarifies customers expectations, thus providing customers with examples of all lines of available postal products for selection based on their needs. Maintains accountability of stamps, PSD and cash drawer accomplishing 100% accountability of overall stock during internal audits and US Post Office audits. Good understanding of all Departmental billing requirements to ensure postage stamps and mailing supplies are not purchased for personal use. Understands policies and procedures for issuing stamps to departments by invoicing. Maintain mail boxes. Order and maintain inventory of stamps and mailing supplies. Accurately balance daily financial reports. Must possess a valid driver's license. Other Work Responsibilities Scan, sort, assign and distribute incoming mail/packages utilizing scanners. Pull data from multiple resources used for recording and dashboard. Assist in bulk mail area when needed. Assign mail to students when needed. May deliver mail to department mailrooms. Ensure all windows, drawers, cabinets and safe are secured daily. Departmental Preferred Experience, Skills, Training/Education Advanced skills in math, reading and data input.; knowledge of Microsoft Office software; experience using Point of Sale; ability to work in multiple databases. Experience utilizing scanners to scan, sort, assign and distribute incoming mail/packages Ability to multi-task while working in a fast paced environment; exceptional customer service skills. Mailing and shipping knowledge; USPS processes interpreted from Postal regulations experience preferred. Experience working in an office environment; reconciliation experience; balance daily financial reports. Necessary Licenses or Certifications Must possess a valid driver's license. Must obtain Passport Certification through US Department of State within 30 days of hiring. Work Location Student Union - Union Station Posting date 03/24/2026 Closing date 03/31/2026 Proposed Hire Date 05/04/2026 Contact InformationSpecial Notes to Applicants The finalist will be subject to a Criminal Background Check and/or a Motor Vehicle Report The Search Committee will not contact references without first verifying permission with the finalist. Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions. Do not write 'see resume' on your application when completing the job duties section. UNC Charlotte Benefits Information:position is for UNC Charlotte Permanent employees only. Please do not apply for this position if you are not a current UNC Charlotte Permanent or Temporary employee. Your application will not be considered.

Created: 2026-03-31