Job Information
University of Kansas Administrative Associate (Located in Wichita, KS) in Lawrence, Kansas
28200BR
Job Title:
Administrative Associate (Located in Wichita, KS)
Department:
Kansas Geological Survey
Primary Campus:
KS Geologic Sample Respository
Job Description:
20%: INVOICING & ACCOUNTS
Maintain financial accounts by initiating, posting, and receiving invoices for sample processing operations, publication sales, and sample rentals.
Cash: Prepare regular bank deposits of receipts to cash and credit accounts. After each deposit, transfer bank account balance to KGS-Lawrence by writing and mailing checks.
Credit: Collect payments on accounts and post to appropriate account in computer accounting system. Follow up on overdue credit accounts using data from system. Prepare and mail first, second, or third overdue notices at 30, 60, and 90 day intervals respectively. Make telephone follow-up to urge payment. If payment is not received, forward overdue accounts to KGS Publications Office in Lawrence and remove equivalent receivable from record of account in KGSR accounting system.
Create annual and 5-year budgets for Manager’s review.
20%: RETAIL SALES
Process credit and cash sales of state and federal geological survey publication and topographical maps.
Assist customers with orders, availability of publications and maps, or geologic literature and data searches.
10%: SAMPLE LIBRARY SYSTEM
Maintain and update sample library database for approximately 131,000 sets of well samples with details of well location, depth, operator name, lease name, etc., cross-referenced with sample storage location. Input, correct, and revise new sample data on a daily basis. Identify, catalog, and file miscellaneous geologic data donated to the KGSR.
Cross-check database entries for accuracy.
Analyze internal well data bases to modify or remove erroneous well, operator, or other records.
Maintain publication and sample checkout records.
10%: INVENTORY MANAGEMENT
Forecast requirements, order, and maintain adequate inventory levels for sales stock of maps and publications.
Arrange local reproduction of out-of-print publications and maps.
Order and maintain adequate stocks of operating supplies.
Coordinate acquisition of supplies and equipment with WWSL Manager.
15%: SAMPLE SITE SELECTION
Review daily all oil and gas Intention to Drill forms (C-1 7/91) received from the Kansas Corporation Commission (KCC) to determine geologic significance to the Kansas Geologic Sample Repository of rock samples from a proposed oil or gas well. In accordance with KCC rules and regulations, prepare and send by US Postal Service or email sample request notices to oil and gas operators with geologic significant samples.
Maintain sample notice files, records and database.
Coordinate with KGSR Manager to ensure that samples are requested to support on-going or future research projects.
Tracks sample submission and sample request notices.
Inform KGSR Manager when requested samples are not received or operator was unable to collect samples.
15% RECORDS, PRESENTATION MAINTENANCE AND REVIEW
Maintain, update and create detailed step-by-step content for the KGSR Standard Operating Procedures Manual for all positions and activities. During creation and maintenance of content, streamline existing methods and develop new efficiencies.
Make travel arrangements for KGSR Manager and prepare travel documents.
Review and format KGSR Manager’s presentations, reports and email material.
Arrange meetings for the KGSR manager and staff and maintain shared Outlook Calendar.
Schedule MyTeams meetings for manager and staff.
5% IT INTERFACE
Contact KGS IT for KGSR Manager’s and staff’s IT problems.
Work with KGS IT to remedy problems and develop creative methods to prevent future IT problems.
5%: OTHER
Reports: Prepare monthly and periodic management reports required by KGSR Manager and by KGS-Lawrence including, but not limited to: monthly activity, accounts receivable, and vehicle reports.
Personnel-related records: Maintain KGSR administrative records and files.
Work with KGS HR to prepare documents for advertising position vacancies and assemble supporting documents on new hires for transmittal to KGS-Lawrence.
Miscellaneous: Operate KGSR office equipment, assist as needed with keyboarding, filing, photocopying, scanning, microfiche operation, errands, retrieve or re-shelve sample boxes, or substitute for other KGSR employees during breaks, peak periods, or absences.
Receptionist duties: answer KGSR telephone, take messages, and greet and assist customers.
Assist the KGSR Manager as needed.
Req ID (Ex: 10567BR) :
28200BR
Disclaimer:
The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.
Work Schedule:
Monday - Friday, 8AM-5PM
FLSA Status:
Nonexempt
Contact Information to Applicants:
Annette Delaney
adelaney@ku.edu
785-864-2152
Required Qualifications:
High School diploma or GED equivalency and two years of office experience or two years of post-secondary education.
Previous experience that required the use of Microsoft spreadsheet and word processing, as evidenced in application materials.
Previous experience that required proof-reading skills, as demonstrated by work history.
Excellent written communication skills, as demonstrated by application materials.
Employee Class:
U-Unclassified Professional Staff
Advertised Salary Range:
$46,262
FTE:
1.0
Preferred Qualifications:
Two-years of post-high school education in accounting, finance, business management, or information technology.
Knowledge of Kansas counties and township/range designations of Public Land Survey system, as evidenced by application material.
Experience in reading topographic, geologic, or other similar maps, as evidenced by application material.
Experience with QuickBooks or similar accounting applications, as demonstrated by previous work experience.
Working knowledge with database management software, internet web browsers, and Microsoft Windows operating systems, or similar operating systems, as demonstrated by previous work experience.
Work experience with 10-key calculator, fax, and document scanner, as demonstrated by previous work experience.
One year of customer service experience.
Position Overview:
The Kansas Geological Survey (KGS) is a research and service division of the University of Kansas that investigates and provides information about the state's geologic and groundwater resources. The Kansas Geologic Sample Repository (KGSR), a branch of the Kansas Geological Survey located in Wichita, Kansas, supports the Survey's research staff, the public, educational institutions, and the mineral and energy industries of Kansas.
This Administrative Associate position is the initial contact to the public and core to the administrative operations of the KGSR. This position is responsible for the office activities, initiating budgets for the KGSR, retail sales, invoicing and accounts, deposits, inventory, reports, sample sites, and library system maintenance. Frequent interaction with KGSR staff and periodic interaction with the KGS main office in Lawrence.
About the Kansas Geologic Sample Repository (KGSR)
KGSR Mission
Establish, manage, and maintain the Kansas Geologic Sample Repository (KGSR) for the preservation of the state's geologic samples for research, exploration, and education
Provide to the public retail sales for geologic, hydrologic, paleontologic, stratigraphic, geochemical, geophysics and mineral economics publications, maps, and software published by the Kansas Geological Survey
Make available to the public geological, hydrological and other natural resource information about Kansas
Promote and participate in research and technology transfers
Reg/Temp:
Regular
Application Review Begins:
08-Jul-2024
Anticipated Start Date:
15-Jul-2024
Additional Candidate Instruction:
In addition to the online application, the following documents are required to be considered for this position:
A cover letter addressing how required and preferred qualifications are met.
Resume or curriculum vitae.
Contact information for three professional references.
Incomplete applications will not be considered.
Application review begins Monday, July 8th, 2024. To ensure consideration, please apply no later than Sunday, July 7th, 2024.
Job Family:
Administrative Support-KUL
Work Location Assignment:
On-Site
Position Requirements:
- Valid Kansas driver’s license for ability to drive State vehicle.