MAILROOM ASSISTANT (ON-SITE)

Location: OaklandFull Time
Job ID: 50853
Job Posting

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UC OFFICE OF THE PRESIDENT

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President

DEPARTMENT OVERVIEW

The Retirement Administration Service Center (RASC) counsels members of the University as they transition into retirement and provides long-term pension and retirement health benefits support.

POSITION SUMMARY

The Mailroom Assistant works closely with their Supervisor to 1) fulfill divisional strategic objectives to move the organization forward; 2) meet and exceed performance standards; and 3) build a culture of high performance in delivering a positive service experience to internal and external clients at every touch point. This position would be required to work on-site.

The Mailroom Assistant is accountable for supporting their Supervisor to process system transactions and respond to inquiries from members, retirees, survivors, beneficiaries and internal constituents efficiently, accurately, and professionally from start to finish and in a timely manner. The Mailroom Assistant is a motivated, detailed-oriented, results-driven individual with a proven track record of delivering exemplary customer service in a fast-paced work environment while managing multiple projects with limited guidance.

The Retirement Administration Service Center (RASC) supports members of the University as they transition into retirement and with life events beyond work (including University of California Retirement Plan (UCRP) retirement income, UCRP disability income, survivor benefits and UC-sponsored health and welfare benefits). The RASC provides plan members - employees, retirees and their eligible family members, survivors and beneficiaries - information they need to understand their options, make informed decisions and effectively manage their benefits.

Under the general supervision of a Benefits Supervisor or Manager, the incumbent supports the RASC Mailroom and may provide additional assistance to other units within the department as needed. Responsibilities include responding to inquiries from customers, local benefits offices, and other internal and external organizations and individuals regarding UCRP and health and welfare benefits.

Works on operational and/or procedural assignments and completes transactions that require the exercise of considerable discretion and independent judgment. Understands risks and impacts of their work and makes recommendations for solutions to issues. Determines the best approach and may develop procedures to efficiently complete assignments.

Responsibilities

30%

Applies knowledge and uses tools and technology to perform standard to complex work. Uses subject-matter knowledge of the material to ensure data results are consistent with policy, procedures and regulations. May review and analyze data and trends to identify potential problems or risks and report to leadership.

30%

Conducts research and resolves diverse operational problems that involve pulling information, reviewing and analyzing data, identifying the root cause, and recommending solutions. Prioritizes work assignments and conducts analysis. Recommends continuous process improvements. Supports attainment of organization's goals and objectives. Supports the team through cross training and back up to processes when needed. May assist with special projects.

30%

Process routine to diverse transactions for external and internal customers. Applies UCRP knowledge to execute a variety of transactions to support retirement processing. Utilizing systems to support the RASC with processing incoming/outgoing mail, scanning, and the compilation of daily/weekly/monthly reports for tracking correspondence. May review and respond to inquiries regarding UC benefit processes.

10%

Provides guidance to other Administrative Assistants on procedures, practices, and implementation of policies, including those which are particularly complex. May compose and proofread written materials for content, accuracy, grammar and consistency


Required Qualifications

• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications. Can perform basic calculations.
• Good written and verbal communication and interpersonal skills to communicate effectively and work collaboratively with all levels of staff, retirees and former employees. Requires work leadership skills to provide guidance to other nonexempt personnel.
• Applies research, analytical and problem-solving skills to identify problems, gather necessary information and implement appropriate actions for resolution. Escalates more difficult cases to Analyst or Supervisor as appropriate.
• Ability to learn, interpret and appropriately apply relevant policies and procedures.
• Ability to multi-task and manage time to meet operational goals and balance competing priorities.

Education

• High school diploma or equivalent and 2 to 3 years of progressively responsible experience performing a range of work in a comparable environment; or an equivalent combination of education and experience.

SALARY AND BENEFITS

Job Title
Blank Assistant 3

Job Code
004722

Salary Grade
CX

Full Salary Range:
STEP 1: $27.37 to STEP 17: $39.15

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

Salary: The recommended salary for this CX position is: STEP 1 ($27.37) to STEP 17 ($39.15). Commensurate with experience.

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is (Add date here X/XX/XXXX). If needed, add: The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy

August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. UC COVID-19 Vaccine Policy

EEO STATEMENT

The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. EEO/AA Employer UC Nondiscrimination Policy

The University of California, Office of the President, strives to make this job board accessible to any and all users. If you have comments regarding the accessibility of our website or need assistance completing the application process, please contact us at: Accessibility or email the Human Resource Department at: epost@ucop.edu.

To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucop/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=19&JobOpeningId=50853&PostingSeq=1

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