University of Wisconsin - Madison

Position Vacancy ID: 82768
Title: UNIV SERVICES ASSOC 2

Working Title:University Services Associate
FTE: 
Schedule - Range:02-10
Organization:COLLEGE OF AGRICULTURAL & LIFE SCIENCES - AGRONOMY
Schedule
Comment:		M-F 7:45 to 4:30pm

Job Summary:The Wisconsin's pesticide applicator training program provides training and materials to individuals desiring state certification to apply pesticides. This is a mandated program to meet federal and state regulatory certification requirements.

Under general supervision of the Program Director, this position works independently on the following responsibilities: interaction with individuals seeking state pesticide certification or current applicators; requiring knowledge of federal and state laws pertaining to training and certification; provide advice to clients to determine the appropriate pest-control category in which they require certification; work closely with the certification personnel of the state agency regulating pesticide use; management of the program financial accounts; establish administrative program policies; and guidance of temporary staff.

 

Goals and Worker Activities

A.55%Administrative Program Support.
1.Respond to questions from individuals seeking state pesiticide certification and current pesticide applicators. Obtain adequate information from individual to determine which one of the 21 categories is appropriate for certification. Determine when it is appropriate to refer individual to the Department of Agriculture in response to their specific needs.
2.Respond to inquiries from individuals from private and commerical operations regarding federal and state laws for pesticide applicator certification, training, examination process, licensing, and fees.
3.Independently resolve certification issues with clients about appropriate training fee and manual, registration, online order, shipment problems, insufficient funds for registration. Independently determine appropriate corrective action.
4.Ensure that the correct manual is ordered in response to the category of certification that is appropriate for their specific requirements.
5.Review individual registration forms and verify that certification database entries are accurate and meet criteria for specific category of regulatory certification. Determine corrective action when necessary. Create exam rosters, list of specific category training manuals, notification notices and mailing groups from database. Ensure accuracy of credit card orders from database information.
6.Ensure the current shipping rate schedule for the integrated package-handling system.
7.Lead, direct, train, and assign work to LTE and student help (data entry, hard copy handling, shipment protocols, submission of shipping manifest, confirmation letter mailings, preparation of session rosters, etc). Independently determine work priorities and staff needed to meet the needs of the current work level. Review work performance and provide constructive feedback.
   
B.25%Management of Program Financial Accounting and Recordkeeping.
1.Maintain and reconcile 2500 training fee commercial program accounts received for approximately $115,000.
2.Receive fees collected by the counties and monitor accounts receivable for private applicator training fees, including applicator fees of approximately $50,000 for all State of Wisconsin farmers. Reconcile accounts and resolve billing issues. Issue statewide billing statements to collect billing discrepencies for private applicator training fees. Monitor manuals being sold and develop reporting system. Reconcile manual sale accounts with each county Extension office.
3.Develop invoices for all statewide training manuals, collect receipts and prepare deposit summaries per university accounting procedures.
4.Manage program supplies and expense budget of approximately $25,000 and training manual and mailing budget of $50 to $60,000. Prepare and process requisitions, blanket orders accounts, travel expense forms, and invoices; follow up on invoices to assure payment.
5.Recieve and resolve online credit card orders (software) for the multi-state North Central Region Program accounts.
   
C.20%General Program Management
1.Determine and implement policy and procedures for shipping of materials, including selection of appropriate software for mailing and tracking of shipments. Develop policies for distribution and exchange of training manuals.
2.Interact with the Department of Agriculture, Trade and Consumer Protection pesticide and licensing staff on a daily basis to ensure compliance with state regulations (i.e., correct individual took examination, verify that individual received correct training manual, verify if certification is currrent, etc.). Provide Department of Agriculture with the number of registered applicators to ensure appropriate number of testing staff are provided for examination. Respond to technical questions regarding process and provide Department of Agriculture with information regarding current certification state (WI or IL).
3.Verify accounting procedures, as appropriate, with UW Internal Audit or Legislative Audit Bureau and complete the required audit report.
4.Independently determine method and types of requirements for database recording and retrieval of client records, county accounting records, and financial-related records.
5.Monitor material inventory. Independently determine timing for ordering of training manuals in response to certification activity and the timing of revised manuals to be released.
6.Initiate contact and meet with vendors to evaluate services for equipment purchases, maintenance services offered. Research available computer software to meet program needs. Make recommendations to Program Director.
   

Knowledge and Skills

  1. State and federal pesticide laws, rules, policies, and procedures related to pesticide applicator training and certification.
  2. Effective public relations skills for working with professionals, paraprofessionals, and general public.
  3. Effective verbal and written communication skills.
  4. Effective management skills, attention to detail, ability to resolve problems and work independently.
  5. Familiar with UW travel regulations, payment of honorariums, contract services, etc
  6. Proficient in UW purchasing and accounting policies and procedures
  7. Proficient in using PC-based computer, peripheral equipment and related software