Job Information
University of Massachusetts Amherst Clerk IV (Office Supervisor) in Amherst, Massachusetts
Clerk IV (Office Supervisor)
Apply now (https://secure.dc4.pageuppeople.com/apply/822/gateway/default.aspx?c=apply&lJobID=523677&lJobSourceTypeID=801&sLanguage=en-us) Job no: 523677
Work type: Staff Full Time
Location: UMass Amherst
Department:Center for Early Educ and Care
Union:USA/MTA
Categories: Administrative & Office Support
About UMass Amherst
UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.
Job Summary
Under supervision of the Director, serves as Office Manager for the Center for Early Education and Care (CEEC). Implementation and maintenance of budget procedures for the Center for Early Education and Care. Oversees daily operation of the CEEC office; conducts monthly tuition billing to families and agencies; and maintains, monitors, and evaluates departmental fiscal operations and database. Maintains paper files of child and family information and manages program purchasing including ProCard functions in accordance with departmental and University standards.
Essential Functions
Oversees daily operation of the CEEC office. Performs office reception duties and provides information about program services to visitors. Provides administrative and clerical support for Program Director. Schedules departmental appointments and meetings. Prepares and distributes departmental correspondence, newsletters and reports. Maintains files and records to ensure accurate use of information in accordance with campus procedures and state licensing requirements. Designs internal forms for enrollment, attendance, area budgets, etc.
Coordinates the development and implementation of department fiscal operations to include collecting and preparing figures for the annual budget for funding sources (Trust, State and GOF). Prepares detailed financial analysis with monthly and quarterly financial reports and provides financial advice for the Director of CEEC.
Researches products and vendors; purchases equipment and supplies; maintains records of purchase orders; and reconciles purchases. Acts as Procurement and Travel Card Record Manager: reviews and trains staff in ProCard procedures; reconciles and designates reallocation of Procurement Card purchases.
Performs billing functions using the childcare database including: calculates tuition fees and prepares Enrollment Agreements; enters and posts tuition billing schedules; generates and distributes monthly tuition statements and invoices to families; reconciles receipts with Bursar’s Office reports and monthly budget reports; and follows notification procedures when tuition payments are overdue. Bill subsidy agencies including: Massachusetts Department of Early Education and Care contract and vouchers. Maintains billing files to ensure compliance with fiscal record requirements.
Maintains childcare database information regarding child and financial records of current and past enrolled families. Generates and distributes database reports for classroom and office use. Creates customized database reports as needed to include family statistics and ledger activity reports.
Maintains child files and database to ensure compliance with state licensing requirements concerning medical and immunization information. Notifies families of upcoming and overdue file records. Prepares annual state Department of Public Health immunization reports.
Serves as Telecommunications representative. Monitors monthly telecommunication reports.
Maintains productive working relationship with Housing Services, Bursar’s Office, Physical Plant, and other campus and off-campus offices. Contacts and follows-up with Physical Plant department regarding service calls. Serves as Building Coordinator for the department.
Serves as a member of the Administrative Team of CEEC.
Understands and implements affirmative action and non-discrimination regulations, policies, and procedures.
Other Functions
Understands responsibilities with respect to Title IX, Clery and other compliance requirements.
Demonstrate capacity, skill, and willingness to engage students and contribute to student success.
Understand responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with university policy.
Contribute toward creating a positive and respectful workplace. Uses access to sensitive and/or not yet public university related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others.
Performs other duties as assigned.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
High school diploma.
Two (2) years full-time office work experience to include billing, record keeping, and computers.
Excellent organizational skills and ability to effectively meet and comply with multiple priorities while giving attention to details with minimal supervision.
Knowledge of office practices and procedures including office management, bookkeeping and financial principles.
Proficiency in word processing, spreadsheets, and database management programs in a Windows environment. Experience with a variety of office equipment (computers, copy machines, and fax machines).
Able to plan, organize, prioritize, and follow through on work assignments with minimal supervision. Ability to use initiative and independence in completing assignments.
Able to understand and follow oral and written communications. Able to disseminate information and provide assistance clearly, accurately, and succinctly for the appropriate target audience in person, by telephone, and in writing.
Able to assimilate new information quickly and work under deadlines.
Able to assign, supervise, and review the work of student staff.
Able to maintain confidentiality regarding records and information about children, families, and staff.
Ability to provide quality customer service for University students and employees.
Able to work in an open area with varying levels of activity, background noise, and interruptions.
Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
Proficiency in use of childcare database management and University PeopleSoft system.
Knowledge of CEEC program policies and practices.
Knowledge of childcare and family support services on campus and in the community. Skills in providing information and referral to these services.
Knowledge of and ability to use departmental, campus, and state agency forms.
Physical Demands/Working Conditions
- Typical office environment/activity.
Work Schedule
- Typical work schedule: Monday - Friday 8:30am - 5:00pm.
Salary Information
Grade 13
Special Instructions to Applicants
Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.
UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.
Advertised: Jun 28 2024 Eastern Daylight Time
Applications close: Sep 27 2024 Eastern Daylight Time