RECORDS AND FULFILLMENT ASSISTANT

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Position Base
Riverside

Location
UCPath Center

UCPATH CENTER

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer Prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President

The UCPath Center is the University of California's shared services center in Riverside, CA. The UCPath Center manages the payroll, benefits, and other human resources transactions for more than 230,000 UC employees working across ten UC campuses, six medical centers, three national labs and more. The staff at the UCPath Center work in a variety of areas including business operations, customer service, quality management, technology, training, human resources and communications. Learn more about the UCPath Center

POSITION SUMMARY
The Records and Fulfillment Assistant will work within UCPath, reporting directly to the Records and Fulfillment Supervisor. Key activities may include supporting the development of department training materials, documentation of processes and procedures, systems testing, and others. Additionally, the Records and Fulfillment Assistant will be responsible for providing assistance in fulfilling requests for processing outbound packages for UCPath. The Records and Fulfillment Assistant is also responsible for the processing, analyzing and scanning all documents that come into UCPath.

Key Responsibilities

15% DOCUMENT MANAGEMENT

• Ensures document integrity and system maintenance with document management. Utilizes specialized software programs such as OnBase for electronic storage and retrieval of UCPath documents.

• Learns and maintains records in accordance with UCOP retention schedules; ensures data confidentiality.

• Utilizes discretion and judgement in document image quality, accurately indexes, categorizes documents and processes data load into document storage. Learns and ensures document disposition of original documents, as required.

• Prioritizes and processes sensitive documents accordingly.

• Uses experience and subject matter knowledge for document identification and processing.

• Assists in specialized document storage project improvement, testing and implementation.

60% FULFILLMENT AND MAIL SERVICES

• Processes all incoming and outgoing mail and fax for UCPath.

• Creates correspondence and written material to accompany documents; specialized knowledge of the subject matter is necessary.

• Receives and responds to requests for records, conducts research as necessary, and distributes results to appropriate parties.

• Sends required documentation and packages via requested format (e.g., USPS mail, UPS, fax, etc.) in support of UCPath.

• Provides prompt, professional and accurate responses to questions from UCPath staff, employees and third party vendors/agencies.

• Learns and identifies incoming mail and fax including locating employee data information, scans into specialty software or shared drive and routes to appropriate workflow queue.

• Utilizes specialized software, Salesforce, PeopleSoft, and OnBase for requests of records and fulfillment.

• Assists and provides feedback on mailroom equipment, collaborates with vendors to address and resolve any questions during troubleshooting and maintenance calls. May participate in contract negotiation or provide expertise on workload to determine appropriate equipment.

• Responsible for receiving, updating spreadsheet, and processing resolutions as appropriate for payroll or vendor related returned checks.

• Utilizes Relay Software and Inserter for processing to manage mass mailing for monthly billing statements and Open Enrollment period.

25% OTHER

• Revises the desk reference guide, job aides, local process maps, and daily operations requiring experience and understanding of department processes, goals and strong comprehension of the UCPath mission.

• Provides guidance and training to other assistants on procedures, practices, and implementation of policies, specifically those that are complex.

• Updates supervisor with issues or concerns in daily operations and uses discretion to resolve issues.

• Participates in system testing as necessary for various software systems utilized by UCPath.

• Participates, as required in other department projects.

Experience
Required Qualifications

• Min 2 years A minimum of two (2) years previous related experience in a records and fulfillment capacity.

Skills and Abilities
Required Qualifications

• Knowledge, skills and abilities needed to analyze and identify documents to determine appropriate work path.
• Have working knowledge and understanding of all HR areas.
• Have a strong understanding of policies and procedures relevant to records and fulfillment.
• Gain knowledge and understanding of OnBase system. Understands how the system affects business processes and outcomes.
• Ability to provide high quality of work using effective oral and written communication skills. Possess strong interpersonal skills, being able to interact with all levels of the organization and collaborating as a team to influence change and process improvement.
• Prioritize and appropriately handle a large workload under deadlines and time constraints; manage time, duties and special projects.
• Exhibit analytical skills to conduct limited analysis and make recommendations.
• Ability to handle ambiguity in a fast-paced environment with multiple tasks/projects and changing priorities. Be flexible to adapt to the changing environment.
• Be able to process and protect confidential matters and materials. Provide service with integrity.
• Be able to see the big picture, identify problems and assess the situation to evaluate options and make suggestions for solutions.
• Have strong organization skills.
• Be able to complete assigned projects without compromising the integrity of UCPath and/or University of California policies and procedures.

Preferred Qualifications

• Experience using OnBase and PeopleSoft.
• Knowledge of UCOP Records Retention Policy.
• Knowledge of mail service equipment: Postage and Relay Inserter

Education
Required Qualifications

• High school diploma or equivalent experience

SALARY AND BENEFITS

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

Job Title
BLANK AST 3

Job Code
004722

Salary Grade
STEPS

This position is represented by the CX-Clerical and Allied Services bargaining unit.

PayScale:
$29.35 - $42.07 an hour - Salary offers are determined based on final candidate qualifications and experience.

Benefits: For information on the comprehensive benefits package offered by UCPath Center visit: Benefits of Working for UC

ADDITIONAL INFORMATION

This position will work a hybrid schedule which includes a combination of working both onsite at UCPath in Riverside and remote in California.

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

JOB CLOSE DATE

For first consideration, please apply by: December 24, 2025.

*Please note that response times may be slower than usual through the end of December 2025. We appreciate your patience and will review applications once normal operations resume.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer.
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy for Employees, Students and Third Parties
  • APM - 035: Affirmative Action and Nondiscrimination in Employment

EEO STATEMENT

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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