ADMINISTRATIVE CLERK
Job Title | Administrative Clerk |
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Worksite City | Sacramento, California |
Advertised Salary Range | $2,586 - $3,620 |
Temporary | No |
Length of Appointment | N/A |
Hours per week | Regular (full-time) Employee – 40 hours per week (Benefited) |
FLSA | Non-Exempt |
Broad Scope and Function |
The position performs a variety of clerical support functions for the Dining Commons (DC) and Courtyard Market (CYM) area of the Dining Services division, including preparation of financial reports, accounts receivable and payable processing, and assistance with Summer Conference events. |
Reporting Relationship |
The position reports directly to and receives general supervision from the Dining Services General Manager. The position receives periodic work direction from the Dining Services Manager and the Business Applications Administrator. This position monitors and provides work direction to Student Assistants. |
Conditions of Employment |
This is a full-time, non-exempt (eligible for overtime pay), benefited position that is covered under the California Public Employees’ Retirement System. Continued employment in this position is dependent upon the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause. |
Work Schedule | |
Minimum Qualifications |
1. Demonstrated responsible work experience in accounts payable, receivable, fiscal reporting, and account reconciliation work. 2. Demonstrated work experience performing a variety of office and support assignments including front counter/receptionist experience. 3. Demonstrated knowledge of general office procedures, methods, and equipment. 4. Demonstrated experience using computer applications including email, word-processing, and spreadsheets, such as the programs in the Microsoft Office Suite. 5. Demonstrated knowledge of basic bookkeeping, filing methods, and record keeping systems. 6. Excellent command of English usage including grammar, spelling, and punctuation. 7. Demonstrated excellent oral and written communication skills. 8. Demonstrated ability to work independently with little direction, to coordinate and prioritize details of a multi-task environment, set deadlines and complete projects accordingly. 9. Demonstrated ability to plan, organize, and perform a variety of office support work; organize data; develop and maintain files; operate a variety of office equipment; and prepare reports. 10. Must pass a background check, which may include fingerprinting. Must continue to meet the established standards. |
Preferred Qualifications |
1. Demonstrated experience with a computerized meal card accounting system, such as CBORD Software. |
Physical Requirements |
Sit, stand, and walk for extended periods; manual dexterity and hand-eye coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, registers, copiers, printers, scanners, and fax machines. |
Working Conditions |
Work is performed in an office environment; continuous contact with staff, the campus community, and representatives of funding agencies. |
Project Description |
Job Duty |
01. Performs clerical functions such as word processing, computer data entry, duplicating, filing, and related tasks for the Dining Commons and Courtyard Market. Composes and types correspondence and memos. |
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Job Duty |
02. Answers telephone calls and receives visitors. Determines the nature of calls and either responds to caller or refers call to the appropriate person. Responds to requests for information and answers general questions related to the department from internal and external customers. Works to resolve customer problems in a positive and professional manner. Ensures high quality customer service and maintains professionalism in all customer contacts. |
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Job Duty |
03. Verifies, processes, and records accounts payable documents and prepares billings. Inputs new and updated data into the computer and generates reports. Sets up meal plans on computer. Maintains financial information and audits for refunds. Generates daily, weekly, and monthly financial reports for management on meal plan revenue. Receives invoices for payment and submits check requests. Prepares charge forms, check requests, carbonated beverages sales from CYM, and other monthly billings. |
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Job Duty |
04. Performs monthly reconciliation of board payments received from the Business Services Division (BSD) along with the end of year reconciliations. |
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Job Duty |
05. Acts as the first point of contact for all communications relating to Summer Conference business. Contacts groups regarding dining service needs. Distributes contracts to customers and follows up to be sure all contracts are received before the deadline. Sets up calendar for communications to employees regarding customer requirements. Updates calendar the same day as new information is received. Calculates the number of customers during meal times and records this information for billing purposes. Submits Dining Commons charge forms to BSD at the end of each groups last day on campus. Follows up to be sure the group has made payment. |
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Job Duty |
6. In coordination with the Business Applications Administrator, operates and manages the Meal Plan System using CBORD/Odyssey; coordinates meal plan roster of current students with the Office of Housing and Residential Life; creates and/or issues replacement meal cards as needed; reconciles meal plan revenue; maintains and updates data in the Meal Plan database; and coordinates with the Business Applications Administrator for updates to computer software and hardware. Manages and updates all student Flex Dollar accounts for the department. |
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Job Duty |
07. In coordination with Dining Services Business and Operations Analyst, manages menu items, prices, and barcodes for all items at DC/CYM through the MICROS POS system. Performs daily system checks of DC/CYM POS devices to ensure proper billing, transactional accuracy, and to support the meal card production system. |
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Job Duty |
08. Monitors, trains, and coordinates the work of student assistants performing clerical or clerk duties. |
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Job Duty |
09. Assists the Production Manager with weekly menus, recipes, and nutrition through CBORD Food Service Suites. Ensures information is provided to customers. Assists by maintaining and updating recipe database, production sheets, and controls; inter-company transfers of supplies and food; checking and verifying that all records, invoices, and transfer orders are correct, various reporting needs, and other purchasing related duties. |
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Job Duty |
10. Creates UEI Campus Dining Gift Cards as needed. |
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Job Duty |
11. Manages calendar and communications with customers for approved group tours at Dining Commons during the academic year. Accept payments, prepares and forwards billing to BSD. |
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Job Duty |
12. Picks-up, receives, processes, and distributes mail daily; monitors and maintains office supplies, office files, and record keeping systems. |
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Job Duty |
13. Manages cash register training and updates register information. Manages the petty cash fund. |
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Job Duty |
14. Performs other job-related duties as assigned. |
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Posting Number | B014F19 |
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Number of Vacancies | |
Position End Date (if temporary) | |
Open Date | 09/13/2019 |
Close Date | 09/27/2019 |
Open Until Filled | No |
Special Instructions Summary |
If you do not include both a cover letter and resume with your application, your application materials will not be considered. Please include your employment history in the “Employment Experience” section of your application in addition to submitting your resume and cover letter. |
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * How did you hear about this position?
- UEIJobs Website
- Interest Card Emails
- Indeed
- Career Fair
- Campus Career Center
- Personal Referral
- Sacramento Bee
- Careerbuilder
- Internal Job Posting
- The WELL hiring expo
- Other
- If other, please specify.
(Open Ended Question)
- * Do you have demonstrated work experience in accounts payable, receivable, fiscal reporting, and account reconciliation work?
- Yes
- No
- * Please describe your work experience in accounts payable, receivable, reports and reconciliation tasks.
(Open Ended Question)
- * Do you have demonstrated work experience in performing a variety of office and customer service support assignments including front counter/receptionist experience?
- Yes
- No
- * Please describe your work experience performing office and support assignments including front counter/receptionist duties.
(Open Ended Question)
- * Do you have experience with basic bookkeeping, filing methods, and record keeping systems?
- Yes
- No
- * Please describe your experience with basic bookkeeping, filing methods, and record keeping systems.
(Open Ended Question)
- * Please describe your experience in using Microsoft Office Suite. Be specific to the types of documents you have created.
(Open Ended Question)
- * Do you have experience with a computerized meal card accounting system, such as CBORD Software? (This is preferred but not required for this position.)
- Yes
- No
Applicant Documents
- Cover Letter
- Resume