Administrative Assistant II

University of Wisconsin Stout•La Crosse, WI

16h•Onsite

About The Position

Under the general supervision of the Parking Services Director, this position will provide professional operational support for Parking Services. Operational support includes greeting and assisting customers, processing payments for parking permits and citations, setting up temporary and visitor permits, updating and utilizing the parking software programs, reconciling daily sales (credit and cash), preparing daily deposit, routing information/documents to appropriate staff, collecting and distributing mail, and supporting the needs of University Police. Office support includes monitoring office equipment and software functionality, ordering supplies, and upkeep of the office/reception area. In addition to the university criminal background check for employment, this position is required to complete a background investigation including fingerprinting to pass an FBI background check to meet Criminal Justice Information Systems (CJIS) standards. Candidates must acquire e-Time certification upon employment. This position serves as a Campus Security Authority as defined by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act).

Requirements

High School diploma or equivalent
Demonstrated ability to communicate clearly, respectfully, and effectively in face to face, oral, written, and electronic forms
Demonstrated experience in the use of software including Microsoft Office, email, and electronic calendars
Ability to deal with difficult customers in high pressure situations
Ability to work in a dynamic and team centric environment
Strong organizational and time management skills
Strong attention to detail
Ability to work independently, as well as function effectively in a team and with diverse groups
Ability to exercise independent judgement in complex and new situations
Ability to use discretion and good judgement regarding confidential information
Ability to multi-task and manage multiple concurrent projects while meeting strict deadlines
Knowledge of office practices and equipment
Must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.
Candidates must acquire e-Time certification upon employment.

Nice To Haves

Three years of office or administrative work experience
Work experience providing excellent customer service
Work experience in higher education setting
Knowledge or experience with T2Flex by T2 Systems, Passport Parking mobile app, Genetec Security Center, and Offstreet

Responsibilities

Maintain and organize front office/lobby areas
Ensure all documents, credit card reader, cash drawer, and computers are secured nightly, and that PCI compliance and cash handling policies are followed
Maintain and secure confidential records
Develop and maintain knowledge of general features and operating tasks of computers, printers, and portable devices
Maintain an inventory of office equipment and supplies.
Monitor supply levels and order supplies as needed
Review and recommend standard operating procedures for operational support and efficiency
Support University Police and Dispatch as requested
Work collaboratively with Parking Services staff to provide excellent customer experience
Other duties as assigned by supervisor
Respond to all inquiries (including phone calls, voicemails, emails, and walk ins) in a prompt and professional manner and serve as the front line contact for the unit
Provide information to customers using professional judgement to determine appropriate responses to inquiries regarding permits, citations, enforcement, and policies
Utilize software programs (T2, Passport, Security Center, and Offstreet) for permit sales, citations, daily parking, occupancy, pay stations, mobile app, and reports
Receive, process, and record payments for permits and citations
Reconcile and prepare daily deposits of cash, check, credit card and online payments
Monitor Work Day for accurate transactions of revenue and expenses
Process and reconcile payroll deduction and student billing for annual and semester permits and ensure accurate payments for permits
Process parking permit waitlist requests for employees and students
Assist director and team with the development of department policies and procedures
Assist with the initial review of citation appeals.
Process letters for overdue citations and Wisconsin Department of Transportation suspensions
Work collaboratively with University Reservations and other on and off campus groups to assist with special event parking requests including options for lot rentals, and permits.
Assist with preparing and sending invoices to customers
Assist with the planning and execution of a comprehensive parking plan for the WIAA State Track Meet
Maintain meeting room calendar and special event parking calendar
Reviewing website pages, and work with staff to ensure that information is current.
Review, sort, and distribute incoming mail
Train new staff on basic unit and university processes
Support and assist enforcement personnel
Assist director with gathering information as requested
Organize and maintain departmental records on shared network drives and SharePoint
Provide operational support for University Police Diversion Program including registration, collection of payment, and billing to student accounts