Department Assistant

DEFINITION Under general direction serve as an assistant to the Department Director to implement processes affecting district employees at diverse levels; perform difficult, complex, and responsible secretarial/clerical work requiring interpretation of written and/or financial documents, the ability to independently assemble data and information, and the ability to compile reports that require considerable independent judgment. DISTINGUISHING CHARACTERISTICS Positions in the Department Assistant class are distinguished from other positions in the secretarial series by the requirement that incumbents perform duties related to Administrative Services and campus needs involving direct employee contact and requiring a working knowledge of college organization, programs, college regulations and procedures. Must have the ability to work independently and to maintain confidentiality of personnel matters, records and other sensitive files and information. Train and oversee the work of student and temporary assistants, and classified employees. ABOUT THE COLLEGE Serving all of San Luis Obispo County, Cuesta College has provided comprehensive associate degree offerings, certificates, and community programs to the region since 1964. The main campus is located along scenic Highway 1, west of San Luis Obispo and east of the beaches of the Pacific Ocean. Cuesta College has a North County Campus in Paso Robles, and South County Center, in Arroyo Grande. WHO WE ARE Equity, diversity, and inclusion are essential to our culture and the work we do. Cuesta College is proud to be a designated Hispanic-Serving Institution (HSI) committed to racial and socio-economic diversity as it reflects our communities and student populations. We actively seek to attract candidates who share this commitment to equity, diversity, and inclusion. As part of the Cuesta College team, you can expect to be part of a collaborative community of faculty, classified professionals, administrators, students, and community partners advancing educational excellence with intentional support services leading to student success and completion. ADDITIONAL RESOURCES Additional information about the college can be found at The college planning documents can be found at Our Student Equity Action Plan can be found at We offer comprehensive benefit options. Information about benefits can be found at ESSENTIAL FUNCTIONS FOR POSITIONS IN THIS CLASS MAY INCLUDE: Monitor budget records and expenditures, general requisitions and purchase orders; Monitor budget for student/hourly wages; complete requisitions; order office and specialized supplies; Assist in preparation of budget estimates; Advise Director/Administrator of budget estimates and balances; identify and recommend areas for budget transfers; Screen callers, secure and provide information; Independently assemble and organize financial and other data for reports and operating manuals; Compile reports for Director's/Administrator's review; Organize and oversee the day-to-day operation of the office; schedule, assign, and monitor completion of office projects; prioritize workload so that assignments are completed as needed; Serve as receptionist for the department, including providing information, taking and delivering messages; Schedule appointments for Director/Administrator; Prepare for and assume responsibility for monthly and/or yearly activities, including development and duplication of forms and room reservations, and notify all concerned; Arrange meetings and notify persons to be present; Organize information and data; type and assemble reports for federal, state, and local agencies; Word process and/or compose materials, independently and from general direction, such as correspondence, agendas, memoranda, minutes, reports, evaluation forms, and other materials as needed; Operate a computer terminal such as a microcomputer with applications including but not limited to word processing, spread sheets, and database management systems; Record and transcribe notes and distribute minutes and agenda items for department meetings; Attend meetings in the absence of the Director/Administrator; Interview, recommend for hire, train, schedule, and oversee the work of clerical assistants, student and hourly workers, and classified staff; Distribute and collect absence forms for department personnel each month; obtain necessary signatures and forward to Payroll; Verify, obtain signatures and submit time cards for hourly workers to Payroll each month; Interpret college policies and procedures to the public and staff; Provide information on policies and procedures for the department; Serve as liaison between Director/Administrator and others; Defuse angry employees and public. Attempt to resolve the situation; Perform other related duties as required. ESSENTIAL FUNCTIONS SPECIFIC TO PARTICULAR POSITIONS IN THE CLASS MAY INCLUDE: Facilities Services, Planning and Capital Projects Department Assistant Schedule and reserve Non-Academic and External User facility requests, obtain information vital to each request, including Certificates of Liability and non-profit status; Obtain, track, and ensure permits (Fuel, elevator, hazardous materials, pool, and others as needed) are kept current, process for renewal for compliance; Maintain and monitor Hazardous Material files and records; Attend meetings with, and in the absence of the Director; Create, receive, process and maintain department purchase orders, requisitions and invoices; Serve as Work Order Administrator to monitor and review incoming work orders for Skilled Maintenance, Motor Pool and Custodial departments, and dispatch to appropriate areas; Compile facility activity to be input on campus calendars for Public Safety, HVAC, and Custodial Departments; Serve as dispatch on two-way radio; Maintain, monitor and update vehicle inventory and files, including knowledge of DMV forms and practices; Maintain and reorder department supplies (Office supplies, batteries, fuel, 2-way radios, etc); Serve on Hiring committees as needed; Schedule Vehicle requests. Administrative Services Department Assistant – Capital Outlay Projects Department Assistant Compile and refine data and develop reports to satisfy Federal and State Mandates of District wide asset inventory; Coordinate construction processes with the Department of State Architecture to include project certification, closure and invoicing; Monitor funding and expenditures and assist in compiling state reimbursement reports for deferred maintenance, hazardous substance and capital outlay; Coordinate and assist in developing bid documents for funded capital outlay projects (insuring that appropriate insurance, bond and administrative requirements are satisfied); Maintain and monitor expenditures in group one and group two in all construction phases files and records; Review construction proposals. Track expenditures; Independently assemble financial and/or program data and information required for reports. Compile reports for Administrator's review; Organize information and data type and assemble reports for federal, state, and local agencies; Independently assemble and organize information and financial data for reports. Assume responsibility for follow-through so that preparation for monthly or yearly activities is completed on a timely basis, including development and duplication of necessary forms and data and notify all concerned; Provide support materials and minutes for councils and committees; Audit department and capital outlay bookkeeping records against Banner; Consult and coordinate with Facilities Services in regards to capital outlay, deferred maintenance, insurance and state and local agencies; Maintain a variety of hard copy and electronic files including capital outlay, deferred maintenance, insurance and contract files; Duties may require the physical ability to: Read and comprehend printed matter and text and data on computer monitors; Communicate intelligibly and effectively via speech, telephone, written correspondence, and/or email; Understand and carry out oral and written directions; Work at a desk, conference table or in meetings of various configurations; Sit or stand for extended periods of time; Lift and/or carry 25 pounds; Manual dexterity sufficient for keyboard and other office equipment operation. QUALIFICATIONS Education: Associate degree, including or supplemented by secretarial science, office management, and public relations courses. (Preferred) Experience: Two years of experience equivalent to a Secretary II or III at Cuesta College; or Three years of increasingly responsible clerical/secretarial experience. Or any equivalent combination of education and experience. Knowledge of: Record keeping; Modern office practices, procedures, and equipment; Correct English, spelling, punctuation, and grammar; Methods of writing correspondence and reports; College organization, policies, and rules; Current technologies, personal computer, and associated office software such as word processing, spreadsheet, presentation, and/or database software; Principles of business letter and report writing; Computer programs necessary for record keeping and databases; Ability to: Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff, external customers and students, and of staff, external customers and students with physical and learning disabilities; Establish and maintain cooperative working relationships with administration, faculty, staff and others contacted in the performance of duties; Communicate effectively orally and in writing; Maintain a variety of files. Licenses/Certificates: Possess a valid California Driver's License. REQUIRED DOCUMENTS TO APPLY Candidates will be required to submit ALL of the required documents below when applying for this position. Cover letter; Resume; Reference List (see further instructions below); Diversity statement (see further instructions below). Diversity Statement Instructions: Cuesta College is committed to building and maintaining a workforce that reflects and honors the diversity of our students. It is important to us that our faculty, staff, and administrators demonstrate an understanding of, sensitivity to, and respect for the diverse academic, socioeconomic, ethnic, and religious backgrounds as well as sexual orientation and abilities of all constituents in the Cuesta College community. In 500 words or less, with consideration to our Mission Statement and our values expressed above, please explain how you will demonstrate your commitment to diversity, equity, and inclusion in this position. Reference List Instructions: Your reference list must include three professional references, their contact information, and their relationship to you. Additional Information Cuesta College will not sponsor any visa applications. San Luis Obispo County Community College District ("Cuesta College") is an equal opportunity employer committed to nondiscrimination on the basis of race, ethnicity, color, religion, national origin, sexual orientation, gender, gender identity, gender expression, marital status, medical condition, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), age, disability (physical and mental), genetic information, military and veteran status, or any other characteristic protected by applicable federal and state law in admission and access to, or treatment in employment, educational programs or activities at any of its campuses. Reasonable accommodations will be provided for applicants with disabilities who self-disclose. Cuesta College also prohibits harassment on any of these bases, including sexual harassment, as well as sexual assault, domestic violence, dating violence, and stalking. In compliance with California law, all prospective staff and students are entitled to read the Annual Security Report, published each October by the Cuesta College Department of Public Safety. This report contains information about our emergency and crime reporting procedures, as well as crime statistics for the past 3 years. You may request a copy of this report at one of our two Public Safety Offices: on SLO campus at Building 6600A or on North County Campus at building N1021, during campus business hours. You may also access the complete text of this report at Cuesta College uses E-Verify as part of the I-9 process to verify the work eligibility of all new hires. E-Verify is an Internet-based system that compares information from an employee's Form I-9 to data from U.S Department of Homeland Security and Social Security Administration records. For further information, visit #J-18808-Ljbffr