Facilities Administrative Assistant

2 weeks ago

San Luis Obispo, California, United States Cuesta College Full time


Facilities Administrative Assistant

Cuesta College

Salary: $53, $59,076.00 Annually
Job Type: Full Time
Department: Administrative Services

Position Overview

DEFINITION
Under the general oversight of a designated Director/Administrator, this role is responsible for executing processes that impact district personnel at various levels. The position involves performing intricate, challenging, and accountable clerical tasks that necessitate the interpretation of written and/or financial documents, the capability to independently gather data and information, and the skill to compile reports that demand significant independent judgment.

KEY RESPONSIBILITIES
Roles within the Facilities Administrative Assistant classification are characterized by the necessity for incumbents to engage in duties pertinent to Administrative Services and campus requirements, which involve direct employee interaction and necessitate a comprehensive understanding of college structure, programs, regulations, and procedures. The ability to operate autonomously while safeguarding confidential matters, records, and sensitive information is essential. This position also includes training and supervising student and temporary assistants, as well as classified staff.

Incumbents in this role enhance student learning outcomes and institutional effectiveness by acting as a primary contact and support for District Facilities, students, staff, and faculty.

ESSENTIAL FUNCTIONS
  • Assist in the formulation of budget estimates;
  • Advise the Director/Administrator regarding budget estimates and balances; identify and recommend areas for budget reallocations;
  • Organize and oversee daily office operations; schedule, assign, and monitor the completion of office projects; prioritize tasks to ensure timely completion;
  • Schedule appointments for the Director/Administrator;
  • Prepare for and manage monthly and/or yearly activities, including the development and duplication of forms and room reservations;
  • Arrange meetings and notify attendees;
  • Compile and organize information and data; prepare reports for federal, state, and local agencies;
  • Draft and compose materials, independently and under general direction, such as correspondence, agendas, minutes, and reports;
  • Utilize computer systems for word processing, spreadsheets, and database management;
  • Record and transcribe meeting notes and distribute minutes and agenda items;
  • Verify and submit time cards for hourly staff to Payroll;
  • Manage department purchase orders, credit card statements, requisitions, invoices, and related correspondence;
  • Maintain and update various records and reports;
  • Research vendors and maintain petty cash accounts;
  • Ensure compliance with permits and maintain hazardous material files;
  • Collaborate with district personnel as necessary;
  • Update the Facilities Services webpage as needed;
  • Participate in committees as required;
  • Interpret college policies and procedures to staff and the public;
  • Serve as a liaison between the Director/Administrator and other parties;
  • Address and resolve conflicts with employees and the public.
QUALIFICATIONS
Education:
Preferred
  • Associate degree, including or supplemented by courses in secretarial science, office management, and public relations.

Experience:
Required
  • Two years of experience equivalent to a Secretary II or III; or
  • Three years of progressively responsible clerical/secretarial experience.
Knowledge and Skills:
  • Record keeping and modern office practices;
  • Correct English usage, spelling, punctuation, and grammar;
  • Principles of business writing and report preparation;
  • Current technologies and office software applications;
  • Ability to establish and maintain effective working relationships.
Licenses/Certificates:
Required
  • Valid California Driver's License.

APPLICATION REQUIREMENTS
Candidates must submit all required documents when applying for this position, including a cover letter, resume, and reference list. Late, incomplete, or improperly submitted applications will not be accepted.

ADDITIONAL INFORMATION
Cuesta College is an equal opportunity employer committed to nondiscrimination in employment and educational programs. Reasonable accommodations will be provided for applicants with disabilities who self-disclose.

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