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
Location: San Luis Obispo Campus, CA
Department: Administrative Services

Job Overview

POSITION SUMMARY
Under the general oversight of a designated Director/Administrator, this role involves implementing processes that impact district personnel at various levels. The position requires performing complex and responsible clerical tasks that necessitate the interpretation of written and financial documents, as well as the ability to independently gather data and compile reports that demand significant independent judgment.

KEY RESPONSIBILITIES
Positions within the Facilities Administrative Assistant classification are distinguished by the necessity for incumbents to execute duties associated with Administrative Services and campus requirements, which involve direct interaction with employees and necessitate a comprehensive understanding of college organization, programs, regulations, and procedures. The ability to work autonomously while maintaining confidentiality of sensitive information is essential. Additionally, this role includes training and supervising student and temporary assistants, as well as classified staff.

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

COLLEGE OVERVIEW

Work Environment
Cuesta College has been serving the San Luis Obispo County community since 1964, offering a wide range of associate degree programs, certificates, and community services. The main campus is situated along the picturesque Highway 1, providing a scenic backdrop for educational pursuits. Cuesta College also operates a North County Campus in Paso Robles and a South County Center in Arroyo Grande.

OUR CULTURE
Equity, diversity, and inclusion are fundamental to our institutional culture. Cuesta College is proud to be recognized as a Hispanic-Serving Institution (HSI) dedicated to fostering racial and socio-economic diversity that reflects our community and student demographics. We actively seek candidates who share our commitment to these values. As part of the Cuesta College community, you will engage with a collaborative network of faculty, classified professionals, administrators, students, and community partners dedicated to advancing educational excellence through intentional support services that promote student success and completion.

PRIMARY DUTIES & QUALIFICATIONS

PRIMARY DUTIES MAY INCLUDE:
  • Assist in the preparation 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 take responsibility for monthly and yearly activities, including the development and duplication of forms and meeting arrangements;
  • Arrange meetings and notify attendees;
  • Organize and compile information and data; type and assemble reports for various agencies;
  • Word process and/or compose materials, independently and from general direction, such as correspondence, agendas, minutes, reports, and evaluation forms;
  • Operate computer systems and applications, including word processing, spreadsheets, and database management;
  • Record and transcribe notes and distribute minutes and agenda items for departmental meetings;
  • Verify and submit time cards for hourly employees to Payroll;
  • Manage department purchase orders, credit card statements, requisitions, invoices, and correspondence;
  • Update and maintain various records and reports;
  • Research vendors;
  • Maintain petty cash accounts and submit claims as needed;
  • Ensure permits are current and process renewals for compliance;
  • Attend meetings as required;
  • Maintain and update vehicle inventory and files;
  • Order and track department supplies and materials;
  • Draft and review documents for the Board of Trustees;
  • Assist with the creation and distribution of district-wide communications;
  • Monitor hazardous material files and route records appropriately;
  • Collaborate with district personnel as necessary;
  • Update Facilities Services webpage and content as needed;
  • Serve on committees as required;
  • Interpret college policies and procedures to the public and staff;
  • Provide information on departmental policies and procedures;
  • Act as a liaison between the Director/Administrator and others;
  • Address and resolve conflicts with employees and the public;
  • Perform other related duties as assigned.
PHYSICAL REQUIREMENTS
  • Ability to read and comprehend printed materials and data on computer screens;
  • Effective communication skills, both verbal and written;
  • Ability to follow oral and written instructions;
  • Ability to work at a desk or in various meeting configurations;
  • Ability to sit or stand for extended periods;
  • Ability to lift and/or carry up to 25 pounds;
  • Manual dexterity for operating office equipment.
QUALIFICATIONS
Education:
Preferred
  • Associate degree, including coursework in secretarial science, office management, and public relations.

Experience:
Required
  • Two years of experience equivalent to a Secretary II or III at Cuesta College; or
  • Three years of progressively responsible clerical/secretarial experience.
Or any equivalent combination of education and experience.

Knowledge of:
  • Record keeping practices;
  • Modern office procedures and equipment;
  • Correct English usage, spelling, punctuation, and grammar;
  • Methods for writing correspondence and reports;
  • College organization, policies, and regulations;
  • Current technologies and office software;
  • Principles of business communication;
Ability to:
  • Demonstrate sensitivity to diverse backgrounds of staff and students;
  • Establish cooperative working relationships with administration, faculty, and staff;
  • Communicate effectively in both oral and written forms;
  • Maintain various files and records.
Licenses/Certificates:
Required
  • Possess a valid California Driver's License;
APPLICATION REQUIREMENTS

DOCUMENTS REQUIRED TO APPLY
Candidates must submit ALL required documents when applying for this position. PDF uploads are preferred.
  1. Cover letter;
  2. Resume;
  3. Reference List (with contact information and relationship).

Reference List Instructions: Include three professional references with their contact information and your relationship to them.

All applications and supporting documents must be submitted by the closing date for this position. Late, incomplete, faxed, mailed, or emailed applications will not be accepted.

SALARY SCHEDULE
The salary range for this position is $4,465 - $5,427 per month, with an anticipated hiring range of $4,465 - $4,923 per month.

ADDITIONAL INFORMATION
Cuesta College will not sponsor any visa applications.

Cuesta College is an equal opportunity employer committed to nondiscrimination based on various characteristics. Reasonable accommodations will be provided for applicants with disabilities who self-disclose.

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