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Front Office Assistant

3 months ago

San Bernardino, United States California State University Full time

**Job no**: 539971

**Work type**: Staff

**Location**: San Bernardino - San Bernardino Campus

**Categories**: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

**Job Summary**:
Under general instruction of the Director, Parking and Transportation Services in collaboration with the Budget Analyst, the incumbent will serve as the Front Office Assistant. The incumbent will provide a full range of moderate to complex clerical and secretarial work assignments that include but are not limited to data entry, customer service, and clerical support to both the Budget Analyst and the Front Office Coordinator.

Duties and responsibilities

Front Office & Permitting Support
- Assist the Front Office Coordinator in providing lead work direction to student employees assigned to the Parking Administration Front Desk. Serve as a resource to student employees when they are unable to answer a moderate to complex query.
- Assist in reviewing student employee timesheets for accuracy.
- Process specialty parking permitting for the Department of Rehabilitation, Department of Veteran’s Affairs, sponsored advisory permits, disabled fee waivers and others.
- Process Student Financial Services parking permit payment records: this involves identifying daily bursars permit sales, posting these into T2 Flex, identifying, investigating, and correcting discrepancies.

Fiscal Support
- Process check payments from the DMV and Franchise Tax Board for parking citations and posts information in T2.
- Assist the Budget Analyst by processing refunds for citation over payments and returned permits. This entails reviewing refund requests, completing the Adobe refund form, posting refund in T2 Flex or VenVue, and tracking processed refunds.
- Prepare moderate to complex ad hoc fiscal reports related to permit sales, refunds, citation payments and refunds as requested by the Budget Analyst or the Director.

Support to Department
- Assist in a full range of office or other administrative duties, which may include but are not limited to filing documents, sorting mail, data entry, printing & mailing department correspondence and using standard office equipment such as copy machines, scanners etc.
- Provide administrative support to the Enforcement & Parking Projects analyst duties include but not limited to preparing ad-hoc collections reports, processing returned collection letters and updating Registered Owner information on outstanding citations.
- Serve as a back-up for onboarding of new staff duties including but not limited to coordinating key and access issuance.
- Assist in making preparations for and processing subsequent hospitality expenses for parking outreach and internal department events.

Administration & Training
- Attend various training that may be required or optional to satisfactorily complete the assigned duties and responsibilities of the position.
- Any other classification-related duties as assigned by the Director of Parking and Transportation Services.

**Minimum Qualifications: Required Education and Experience**
- High School diploma or its equivalent AND two years of experience in general office clerical or secretarial work or the equivalent.

**Required Qualifications**
- Experience to be proficient in performing most or all work assignments.
- General working knowledge of applicable university infrastructure, policies, and procedures.
- Thorough knowledge of office methods, procedures, and practices.
- Fluency in using standard office software packages.
- Thorough knowledge of English grammar, punctuation, and spelling.
- Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
- Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
- Demonstrated competence in effectively presenting standard information in writing.
- Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.

**Compensation and Benefits**:
Anticipated Hiring Rate: $3,505 per month

Classification Salary Range: $3,505 - $5,159 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

**Position Information**:
Work status: Full-time/Non-Exempt/Probationary

Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm)