Department Assistant Facilities Coordinator
2 weeks ago
Cuesta College is seeking a highly skilled and organized individual to fill the position of Department Assistant Facilities. This role will provide administrative support to the Facilities Department, ensuring the smooth operation of daily activities and projects.
Key Responsibilities- Assist in the preparation of budget estimates and advise the Director/Administrator on budget estimates and balances.
- Organize and oversee the day-to-day operation of the office, including scheduling, assigning, and monitoring completion of office projects.
- Prepare for and assume responsibility for monthly and/or yearly activities, including development and duplication of forms and room reservations.
- 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.
- 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.
- Possess a valid California Driver's License.
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