28200BR
Kansas Geological Survey
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
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.
Position Requirements
Required Qualifications
Preferred Qualifications
Contact Information to Applicants
Annette Delaney
[email protected]
785-864-2152
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.
Advertised Salary Range
$46,262
Application Review Begins
08-Jul-2024
Anticipated Start Date
15-Jul-2024
Primary Campus
KS Geologic Sample Respository
Employee Class
U-Unclassified Professional Staff
Work Schedule
Monday - Friday, 8AM-5PM
Job Family
Administrative Support-KUL
Work Location Assignment
On-Site
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, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.
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