Printing Assistant - Administrative Affairs - 14703

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INTRODUCTION:

The Division of Administrative Affairs seeks a Printing Assistant.

This is a full-time permanent, entry-level position. 7:45am – 4:30pm, Monday through Friday. This technical position reports to the Printing Services Technician with responsibility for providing production services and customer service that support the University of Wisconsin Whitewater faculty, staff, students and administration. The Printing Assistant is primarily responsible for production functions in the in-plant quick-copy facility. Work duties include order taking, copying, bindery, copying specifications and shipping.

JOB DUTIES:

65% A. Coordinate copying orders and copying jobs, processing from receipt of orders through delivery of final product.

1. Determine process for jobs submitted for copying, write specifications using all appropriate forms, and oversee entry into jobs tracking and billing database.
2. Receive client orders and specifications via one-to-one meetings, jobs dropped off, network, telephone, campus mail, and department couriers.
3. Review orders to ensure accurate and complete copying specifications and funding information.
4. Determine exact cost of copying from established rate charts, base price and inventory resource lists, estimating copying, and program guidelines.
5. Ensure the handling of exams and confidential materials as necessary for complete security.
6. Meet directly with customers on non-standard, difficult or unusual jobs, including those of very high technicality, quality or quantity, and upon request.
7. Follow production schedules for each job and monitor job progress to assure requested and assigned completion dates are met.
8. Prepare production activity reports as needed.
9. Determine production time required for all standard jobs and coordinate the same with Printing Services Supervisor for non-standard jobs, answering in the best possible manner for clients all questions regarding the availability of production time and when a given job can be expected to reach completion
10. Identify and work individually with special jobs, jobs requiring special papers, course books and jobs with requested customer priority, to ensure timely completion and overall quality of all production output.
11. Use knowledge of paperweights and types, and production capabili¬ties and limitations to assist customers in making decisions concerning requested output.
12. Answer fully and accurately all questions from customers and prospective customers regarding the quality of originals and the preparation of materials.
13. Maintain copying order files.
14. Prepare related correspondence to clients and departments as necessary.
15. Audit invoices and completed work orders on a monthly basis to check for pricing accuracy, conformance to specifications, and quantity delivered. Update work order or database, as necessary, to ensure consistency and accuracy.
16. Provide cost estimates and quotes when requested by clients and prospective clients.
17. Respond fully and accurately to all questions regarding jobs pricing alternatives and cost estimates/quotes.
18. Advise departments on the most qualitative and cost-effective methods of producing specific copy jobs.
19. Maintain a vendor list for specific types of copying materials and services.

20% B. Provide customer services assistance.

1. Engage in, facilitate and coordinate positive and helpful customer relation’s activities by direct and telephone interaction with customers.
2. Assist with all telephone, mail and walk-in contact with customers and prospective customers in your area.
3. Provide technical support and advice to departments in the planning and preparation stages of publications production.
4. Respond fully and accurately to all questions concerning monthly state¬ments, fund code changes, and billing system.
5. Work with customers and co-workers to ensure delivery of jobs, and recovery of any lost or miss-delivered jobs.
6. Refer departments to appropriate campus sources for copy preparation and finishing procurement, and distribution services, when those services are not available from UW-Whitewater’s Printing Services.

10% C. Provision of program support for Printing Services.

1. Work directly with the Printing Services Supervisor to maintain production volumes, improve job turn around time and meet quality control standards.
2. Determine work priorities on a daily basis and complete work in a timely manner.
3. Responsible for equipment set-up, operation and maintenance of copying, booklet-making machine and folding machines.
4. Train student assistants to operate production equipment safely and properly.
5. Help guide student assistants in their activities.
6. Fill orders for Pre-Printed items sold over-the-counter.
7. Process off-campus Print Procurement order forms on an as need basis.
8. Perform other duties as assigned by the Printing Services Supervisor.

5% D. Engage in the performance of records management tasks as necessary to ensure and enhance the functions of the Printing Services

1. Manage the maintenance of billing forms including work orders, monthly billing state¬ments, billing manual, billing adjustment forms, and monthly production vs. revenue records and cash register close out procedure.
2. Assist the Printing Services Supervisor as necessary to maintain equipment records including requests to purchase, lists of products and prices, service histories, replace¬ment parts lists, service contracts, operator manuals, and current and used meter readings.
3. Provides support functions to include:
4. Recording detailed production information, including the use of computer graphics software.
5. Calculating costs for copy orders and providing estimates as required.
6. Reviewing copy requests for accuracy and submitting requests for billing.
7. Scheduling work for copying orders and expediting orders.
8. Maintain files and process invoices for Print Technician.
9. Maintenance of paper work for the office.
10. Prepare and submit student payroll, as directed by supervisor.
11. Maintain paper inventory and copier supplies. Check paper and supply delivery slips against what is delivered to ensure correct order delivery, including the movement and storage of paper reams using a fork lift.
12. Order paper as directed.
13. Order office supplies as directed.
14. Keep accurate records, as requested by supervisor.
15. Reconcile daily cash register totals against cash receipts.
16. Act as a campus resource to the University on matters regarding copying and printing options.

QUALIFICATIONS:

Minimum Qualifications:

• High school Diploma or higher
• Excellent computer skills (Microsoft Office/Word/Excel/Outlook, invoicing and computer graphics)

Knowledge, Skills and Abilities:

• Ability to work collaboratively with diverse constituents: faculty, administration, students and staff.
• Knowledge of methods in resolving copying problems.
• Knowledge of billing.
• Knowledge of cost estimations.
• Knowledge of functions associated with copying and bindery.
• Skilled in using high-speed copying machines.
• Ability to stand for long periods of time unassisted for all assigned work hours.
• Ability to repeatedly safely lift and move containers weighing up to 75 pounds.
• Ability to learn and using new software.
• Ability to train student assistant on printing equipment, processes and procedures.
• Excellent time management and organizational skills.
• Ability to operate a cash register and perform close-out procedures.
• Skilled in operating machinery (folding, booklet-making) and the ability to quickly learn how to operate new machines.
• Ability to operate and close out cash register receipts.
• Must have good basic math skills.
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills.
• Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds.

CAMPUS INFORMATION:

UW-Whitewater (http://www.uww.edu) is the largest regional comprehensive university within the UW System and enjoys a reputation as a high quality residential campus located near the scenic Kettle Moraine State Forest in southeastern Wisconsin. UW-Whitewater is situated on 400 acres of land and has an annual budget of more than $219 million. UW-Whitewater is located in the community of Whitewater, which has 14,622 residents and is within convenient driving distance to the metropolitan areas of Madison, Milwaukee and Chicago. The university enrolls more than 12,000 students in more than 50 majors housed within four academic colleges. UW-Whitewater also offers 16 master’s degrees and a Doctorate in Business Administration. The university’s strategic plan can be found at: www.uww.edu/strategic-plan. It has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. UW-Whitewater is a Division III NCAA university and member of WIAC (http://wiacsports.com). The campus has over 200 student organizations and is a vital economic engine for southeastern Wisconsin.

UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 26-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.

SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).

TO ENSURE CONSIDERATION:

Applications received by September 21, 2018 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1072 or hrstudent@uww.edu.

For questions regarding the position please contact:

Victoria Johnson
HR Assistant
262-472-1024
johnsonv@uww.edu

HOW TO APPLY:

Only complete application packages will be considered. A complete application includes online submission of the following documents:

• Resume
• Cover Letter
• Three Professional References

This Job ID is 14703.

Who are you?

A potential applicant who is NOT currently employed by the University of Wisconsin System, click here: UW-Whitewater External Applicants

A current employee of the University of Wisconsin System, click here: UW-Whitewater Internal Applicants

Before you get started with the online application process, we recommend you preview the frequently asked questions (FAQs) by selecting the link below.
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