WeID Assistant

The incumbent will be a key member of the UCSF Police Department's We ID program's administrative team and provide We ID services to the UCSF community and affiliates. The incumbent will have four primary job duties: issue UCSF ID badges to UCSF students, staff, faculty members, and authorized affiliates; perform Livescans (electronics fingerprinting process) for pre-employment screening and background check and ink (paper fingerprinting process) for specialized employee groups (i.e, Patriot Act requirements); provide general notary services and perform general administrative support duties.

Covered under University series concept / job specification for classification 4722. Under general direction works on operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. Understands implications of work and makes recommendations for solutions. Determines methods and procedures on new assignments.

Required:

• High school graduate

• Four years of related administrative experience or an equivalent combination of education and experience

• Proficiency with Microsoft Office software, including Outlook, Word, Excel, PowerPoint, and internet browsers

• Knowledge of basic accounting principles

• Demonstrated English language composition and editing skills

• Excellent organizational skills and strong attention to detail

• Proven ability to work in a fast-paced, deadline-oriented environment

• Demonstrated ability to appropriately handle confidential material

• Ability to work effectively and accurately with a high volume of transactions and under time constraints

• Demonstrated record of excellent attendance, reliability and problem-solving skills

• Possess a valid California Driver''s License with no other restrictions other than corrective lenses

• Notary License: UCSF will assist in obtaining and maintaining a Notary certification within six months of hire

Preferred:

• Experience with UC Personnel transactions, policies, and procedures
• Familiarity with Microsoft Excel, Word, FileMaker Pro, Livescan, Badging Software, and Oracle.

70

Y

• Administer the campus ID badging program by verifying identities, capturing photographs, issuing ID cards, maintaining electronic records, and performing accurate data entry.

• Provide Live Scan fingerprinting services for employee candidates, ensuring compliance with applicable policies and procedures.

• Deliver notary public services to faculty, learners, staff, and UC-specific affiliates.

• Coordinate and schedule appointments for ID card issuance, Live Scan fingerprinting, and notary services.

• Update and maintain UC-specific systems, including MyIdentity and MyTime, Pro-Watch, and badge inventory databases, ensuring data accuracy and timely record maintenance.

• Process daily financial transactions for all three service areas, including reconciling and preparing deposits for credit card and check payments in accordance with university financial policies.

20

Y

• Provide comprehensive administrative support by assisting with special projects, implementing electronic and traditional mailings, preparing and distributing correspondence, drafting letters, scheduling appointments, and completing Supply Equipment Request Forms (SERFs) and other standardized accounting and administrative documents.

• Support management with administrative functions, including photocopying, scanning, faxing, data entry, data collection, and report preparation.

• Maintain office equipment, monitor inventory levels, order office and program supplies, and ensure the efficient operation of office resources.

• Organize, update, and maintain division files and records in accordance with university recordkeeping policies.

• Assist with departmental outreach, campus pop-up events, and other activities that support division operations and enhance service to the university community.

10

Y

• Administrative Office coordination, including reception and desk coverage, answering phones and triaging callsappropriately, distribution of mail and other general administrative support services

70

Y

• Administer the campus ID badging program by verifying identities, capturing photographs, issuing ID cards, maintaining electronic records, and performing accurate data entry.

• Provide Live Scan fingerprinting services for employee candidates, ensuring compliance with applicable policies and procedures.

• Deliver notary public services to faculty, learners, staff, and UC-specific affiliates.

• Coordinate and schedule appointments for ID card issuance, Live Scan fingerprinting, and notary services.

• Update and maintain UC-specific systems, including MyIdentity and MyTime, Pro-Watch, and badge inventory databases, ensuring data accuracy and timely record maintenance.

• Process daily financial transactions for all three service areas, including reconciling and preparing deposits for credit card and check payments in accordance with university financial policies.

20

Y

• Provide comprehensive administrative support by assisting with special projects, implementing electronic and traditional mailings, preparing and distributing correspondence, drafting letters, scheduling appointments, and completing Supply Equipment Request Forms (SERFs) and other standardized accounting and administrative documents.

• Support management with administrative functions, including photocopying, scanning, faxing, data entry, data collection, and report preparation.

• Maintain office equipment, monitor inventory levels, order office and program supplies, and ensure the efficient operation of office resources.

• Organize, update, and maintain division files and records in accordance with university recordkeeping policies.

• Assist with departmental outreach, campus pop-up events, and other activities that support division operations and enhance service to the university community.

10

Y

• Administrative Office coordination, including reception and desk coverage, answering phones and triaging callsappropriately, distribution of mail and other general administrative support services