Overview
Administrative Assistant Jobs in Wallingford, CT at Arnold Supply Inc.
About Us
Since 1906, the University of West Georgia (UWG) has been home to those who seek a transformative college experience. UWG is a leading residential, doctoral comprehensive university that offers a broad undergraduate and graduate curriculum based on a liberal arts foundation. Nestled among the pines on a picturesque 645 acres is the University of West Georgia- a hidden gem approximately 40 miles west of Atlanta. Serving approximately 14,400+ students, and offering more than 100 programs, UWG is committed to advancing innovative academic programs and a student-centered business model. Perennially ranked by U.S. News & World Report, the Princeton Review, and Colleges of Distinction as a top national university, West Georgia offers 86 fields of study, including business, computing, nursing, education, STEM, communication and digital media, social sciences, and the fine and performing arts. UWG generates a regional economic impact of more than $650 million annually and provides a safe, quality, and affordable university experience that connects students to post-graduate career and leadership opportunities. UWG has been recognized by the Carnegie Foundation for its institutional commitment to community engagement through teaching, research and creative activities, and public service. West Georgia is one of only 119 U.S. colleges and universities to receive the elective classification in 2020 and is among only 359 institutions nationally. Dedicated to creating a first-choice university for students, alumni, employees, and communities, UWG seeks employees who will advance and support the University’s mission of fulfilling the talent needs of western Georgia and the Atlanta metropolitan area, while contributing to the social, cultural, and economic development of the region and state.
Living in Carrollton, “The City of Dreams,” offers the advantages of city life with a small-town vibe. This progressive community with Southern flair offers plenty of shopping, restaurants, nightlife opportunities, and cultural events. Named a City of Excellence in Georgia and listed as one of the 50 Best Small Southern Towns, Carrollton is the cultural, educational, health care, and commercial center for the west Georgia region.
At the heart of Carrollton is its historic downtown and Adamson Square lined with shops, galleries, and restaurants. Each season offers unique local events and opportunities for year-round recreation. Outdoor activities abound through award-winning spaces, including an 18-mile paved walking and biking Greenbelt trail that encircles the city and passes through the UWG campus.
The city embraces the University’s students, faculty, and staff, and welcomes the diversity UWG brings to the community.
Invested in education with highly rated city and county K-12 systems, both city and county public school graduation rates are 90% and above and rank among the top in the nation by U.S. News & World Report.
Job Summary
The HR Administrative Support and Receptionist position manages the Office of Human Resources (OHR) Front Desk and Front Office to include training and direct supervision of OHR student workers. This position manages the department operating and foundation budgets, handles purchasing and works closely with managers to deliver timely reports to assist with spending decisions. Additionally, provides administrative support to OHR department, managers and team members; manage calendars, assist with event planning, office and vendor order supplies, and general office management.
Responsibilities
1.-
Cultivate and maintain a welcoming and positive atmosphere for the OHR Front Office, while controlling the pace and time of interactions and providing quality service to all. Provide superior customer service to UWG faculty, staff, students, retirees and others visiting the Office of Human Resources (OHR). Ensure adequate coverage at the Front Desk, during all OHR business hours, and secure office suite at end of day. Direct calls to appropriate OHR team members and/or other campus partners or departments. Train and supervise Student Assistants (SAs) providing Front Desk services, and train and supervise SAs who perform scanning, filing and other OHR support tasks. Maintain Front Desk Reference Book, which contains information to aid OHR callers and visitors. Establish and maintain Front Desk and Office Management Policies and Procedures. Provide support in scheduling interviews and onboarding new OHR staff members. Maintain OHR Emergency Contact List (electronic and hard copy to be available in case of emergency). Annual inventory report. Send, receive and distribute mail.
2.-
Responsible for form I-9 processes and documents for all UWG hires (faculty, staff and students, all campuses and remote). Verify documents for reciprocal I-9s for other institutions, upon request. Must be well versed in handling I-9s and other confidential documents.
Establish, maintain and keep available Front Desk I-9 procedures, to support team members who assist at the Front Desk. Monitor
incomplete I-9s list, send emails and follow up for compliance and completion. Process I-9s in I-9 processing system (Equifax), upload to electronic filing system (Docuware) and update records in OneUSG. Handle and clear I-9 issues in Equifax.
3.-
Manage and coordinate multiple calendars for OHR leadership and team members. Plan small events, reserve space for meetings and events, and order food. Assist with planning large OHR-related events. Maintain supplies area, monitor supplies inventory and order, as needed. Maintain file/storage room. Provide administrative support to OHR leadership. Support OHR team members during the New Hire Orientation presentation. Submit ITS (Information Technology Services) tickets for computer and technical support and WIC (Work Information Center) tickets for cleaning, maintenance and repair requests; monitor and follow up for completion. Daily upload of Employee ID Lookup List. OHR webpage maintenance. Maintain the department birthday list, card administration and inform the team of upcoming birthdays.
4.-
Manage the OHR Department Budget and Foundation Budget. Share pertinent information timely with management. Track spending and provide weekly and/or upon request budget status reports to management. Enter Purchase Orders (POs) for annual contracts; make check requests, track and receive department purchases for office supplies, printers, computers and computer accessories. Qualify for, attend training and obtain a P-Card. Responsible for obtaining P- Card approvals, making purchases, reconciling monthly statements, keeping P-Card secure when not in use and properly following all P-Card rules. Prepare new vendor packets, Standard Engagement Agreements (SEAs) and other documents needed for contractors to perform services for OHR. Track Student Assistant time and expenses to ensure ample funds are available and SAs are paid timely and from appropriate funds. Prepare and submit Foundation payment requests. Prepare and enter Budget Amendments. Assist OHR team members with Travel arrangements and expense reports. Review and reconcile monthly Encumbrance Report. Coordinate year-end spending, including assessing needs and determining availability of funds.
Required Qualifications
Educational Requirements
High School Diploma or GED.
Required Experience
Minimum of four years related administrative experience in a professional setting. Successfully pass a credit check due to pCard responsibilities. Budget and accounting experience is also required along with advanced MS Word and Excel skills. This individual must be highly organized and attentive to detail with excellent interpersonal, written and verbal communication skills. Incumbents must understand the importance of confidentiality, and reliability, and must be persistent while gathering information and must be detail oriented. Must also be self-motivated with little or no supervision required.
Other Required Qualifications
Excellent verbal and written communication skills using a voice tone, speed, enunciation, and volume that can be understood
Preferred Qualifications
Preferred Educational Qualifications
Bachelors Degree
Preferred Experience
Experience with UWG systems. Administrative experience in human resources. A high level of understanding with managing and maintaining web content associated with UWG OHR
website(s).
Additional Preferred Qualifications
Working knowledge of Microsoft Excel, Microsoft Word, Smartsheet, PeopleSoft, and Google products
Proposed Salary
$19.61 – $21.63 Hourly. Paid on a Bi-Weekly Basis.
Knowledge, Skills, & Abilities
ABILITIES
Ability to manage multiple tasks and requests from internal and external OHR customers. Advanced computer skills with special attention to MS Word and Excel.
KNOWLEDGE
Knowledge of practices normally associated with providing a high level of customer service in a human resources environment along with budgeting and accounting principles.
SKILLS
Budgeting and accounting skills, as well as website development and content management skills; interpersonal communication skills are also considered desirable
USG Core Values
The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.
Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.
Conditions of Employment
Offers of employment are contingent upon completion of a background investigation including a criminal background check demonstrating your eligibility for employment with the University of West Georgia as determined by the University of West Georgia in its sole discretion; confirmation of the credentials and employment history reflected in your application materials, reference checks; and, if applicable, a satisfactory credit check. Applicants may be subject to a pre-employment drug test. Offers are made expressly subject to the applicable federal and state laws, to the statutes, rules and regulations of this institution and to the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.
Equal Employment Opportunity
The University of West Georgia is an equal employment, equal access, and equal educational opportunity, and affirmative action institution. It is the policy of the University of West Georgia to recruit, hire, train, promote, and educate persons without regard to race, color, national or ethnic origin, age, disability, gender, religion, sexual orientation, gender identity, or veteran status as required by applicable state and federal laws (including Title VI, Title VII, Title IX, Sections 503, and 504, ADEA, ADA, E.O. 11246, and Rev. Proc. 75-50)
Other Information
The mission of the University of West Georgia is to enable students, faculty, and staff to realize their full potential through academic engagement, supportive services, professional development, and a caring, student-centered community. The institutional mission and daily operation of the University of West Georgia are guided by our values that support our vision to be the best place to work, learn, and succeed: ACHIEVEMENT, CARING, COLLABORATION, INCLUSIVENESS, INNOVATION, INTEGRITY, SUSTAINABILITY, and WISDOM.
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Title: Administrative Assistant
Company: Arnold Supply Inc.
Location: Wallingford, CT
