Substitute Department Assistant (Non-Academic) (Short-Term/Temporary)

Temporary Position Assistant

This is a recruitment for a short-term/temporary position. The schedule for this position is:

Monday: 8:00 am - 5:00 pm

Tuesday: 9:00 am - 6:00 pm

Wednesday: 9:00 am - 6:00 pm

Thursday: 8:00 am - 5:00 pm

Friday: 8:00 am - 5:00 pm

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.

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.

As a substitute until the permanent position is filled, the job duties may be a subset of the below essential functions.

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: Preferred

• Associate degree, including or supplemented by secretarial science, office management, and public relations courses.

Experience: Required

• 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;