Department Assistant Facilities

University of California; San Luis Obispo (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Cuesta College seeks an experienced Secretary II/III to implement processes affecting district employees and manage complex clerical tasks. The role requires independent judgment, data compilation, and report preparation with confidentiality.

The incumbent will oversee student assistants and support facilities and campus operations. The position supports institutional effectiveness and serves as a main contact for district facilities, staff, and faculty, while handling budget estimates and

Qualifications

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

Responsibilities

• Assist in preparation of budget estimates and advise on balances; identify areas for budget transfers.
• Organize and oversee day-to-day office operations; schedule and monitor projects; prioritize workload.
• Schedule appointments for Director/Administrator.
• Prepare and manage monthly and yearly activities, forms, room reservations, and notify concerned.
• Arrange meetings and notify attendees; distribute agendas and minutes.
• Organize information and data; type and assemble reports for agencies.
• Draft and review documents for Board of Trustees; draft district-wide communications.
• Maintain and update vehicle inventory and related files; know DMV forms and practices.

Skills

Communication

Interpersonal skills

Diversity sensitivity

Record keeping

Time management

Education

Associate degree

Tools

Word processing

Spreadsheets

Database software

Presentation software

Job description

DEFINITION Under general supervision of an assigned Director/Administrator implement processes affecting district employees at various 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 confidential matters, records and other sensitive files and information. Train and oversee the work of student and temporary assistants, and classified employees.

Incumbents in this position support student learning outcomes and institutional effectiveness by serving as a main contact and support for District Facilities, students, staff, and faculty.

ABOUT THE COLLEGE

Where You Will Work 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 information about the college can be found at https://www.cuesta.edu/about/index.html


• The college planning documents can be found at https://www.cuesta.edu/about/collegeplans/index.html


• Our Student Equity Action Plan can be found at https://www.cuesta.edu/about/info/student-equity-initiatives/equity/index.html


• We offer comprehensive benefit options. Information about benefits can be found at https://www.cuesta.edu/about/human-resources/benefits/index.html

ESSENTIAL FUNCTIONS FOR POSITIONS IN THIS CLASS MAY INCLUDE:

• Assist in preparation of budget estimates;


• Advise Director/Administrator of budget estimates and balances; identify and recommend areas for budget transfers;


• 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;


• 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;


• Verify, obtain signatures and submit time cards for hourly workers to Payroll each month;


• Responsible for department purchase orders, department credit card statements and coding, requisitions, invoices, expenditures, and correspondence;


• Update, track, and preserve various records, reports, and applicable plans;


• Research vendors;


• Maintain petty cash account, submit claims and replenish petty cash as needed;


• Obtain, track, and ensure permits are kept current, process for renewal for compliance;


• Attend meetings;


• Maintain, monitor and update vehicle inventory and files, including knowledge of DMV forms and practices;


• Maintain, order and track department equipment, materials and supplies, verify accuracy of orders and receipt of merchandise;


• Draft and review documents for Board of Trustees


• Draft and assist with creation and distribution of district wide communications and alerts


• Monitor and update on site UST fuel system documentation and software;


• Schedule, log and receive vehicle requests, acquire rentals when necessary;


• Monitor hazardous material files and route records accordingly;


• Collaborate with district personnel as required;


• Update Facilities Services webpage and web content as needed;


• Serve on committees as needed;


• 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.

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.

ESSENTIAL FUNCTIONS OF PARTICULAR POSITIONS WITHIN CLASSIFICATIONS MAY VARY BECAUSE JOB DUTIES MAY VARY BY WORK LOCATION.

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;


• 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

Required

• Possess a valid California Driver's License;

Cuesta College will not sponsor any visa applications.

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.

The Annual Security Report, published each October by the Cuesta College Department of Public Safety, 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 the following website address: https://www.cuesta.edu/community/publicsafety/crime-information/clery-act.html

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: https://www.cuesta.edu/about/depts/humanresources/Job_Opportunities.html