Title:Administrative Assistant - Facilities/IT Job Category:Classified Department:Facilities Req #:F2200147 Salary:$3,904 - $4,957 monthly Perm %:100 Perm Mo:12 Closing Date:08/01/2022 Position Description:

Under direction, to provide staff assistance on a variety of matters; to provide administrative assistance and secretarial support to the Director of Facilities (DOF) and Information Technology Director; to relieve the DOF and IT of routine office details; to perform complex clerical accounting tasks in the preparation and maintenance of accounting records and reports; and to perform related duties as assigned.

Essential Duties:

The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties, and not all duties listed are necessarily performed by each employee in this job title.

• Composes/prepares a variety of correspondence, reports, agenda materials, forms, and other written materials
• Assists in the preparation and update of the overall budget; reviews budget reports and assist in resolving discrepancies; initiates transfers; provides assistance and guidance to staff in budget matters
• Maintains records of maintenance expenditures; reviews and verifies budget codes, purchase order numbers, invoices, identifies discrepancies, and works with other college departments to resolve them; prepares fund transfer requests
• Receives packages, checks for accuracy of shipment, and ensures delivery
• Serves as in-person and telephone receptionist; screens and routes calls/callers and identifies urgency and priority of the matter; relays maintenance requests to proper personnel
• Maintains online facility calendar
• Schedules committee meetings, takes minutes and maintains records
• Reviews and tracks time sheets to verify hours total appropriately, code bus driver hours
• Schedules and tracks college motor pool vehicles and drivers dispense vehicle bags and credit cards, maintain motor pool annual calendar
• Prepares various billings to different agencies on a quarterly basis and tracks payments; prepares invoices for payments
• Drafts Facilities or IT related policies, procedures and Board resolutions based on research of issues, the education code, and other require­ments
• Prepares monthly information for Board of Trustee meetings
• Represents the DOF or IT Director at, attends, and/or conducts a variety of internal and external meetings and committees, within delegated authorities
• Relays DOF/ instructions and information to various college departments; interprets and applies policies and procedures; assists students, staff and public
• Collects, compiles, and summarizes data and information for DOF or IT Director use, State reports, program review, grants, fiscal, and administrative purposes
• Schedules and maintains appointment calendar for the DOF or IT Director; schedules and coordinates meetings; makes travel arrangements
• Types, word-processes, assembles, and distributes various documents
• Operates spreadsheet, graphics, and desktop publishing software, Facilities/IT Department webpages and SharePoint site.
• Assembles, duplicates, and distributes materials
• Performs a variety of other responsible administrative support, technical and secretarial functions
• May supervise student workers
• Related duties as assigned

Ability to:

• Use critical thinking and be attentive to details in a disruptive office environment

Skill in:

• Monitoring and assisting in the preparation of budgets
• Researching, interpreting, and applying codes, polices, procedures and regulations.
• Representing the DOF or IT Director at a variety of internal and external committees and meetings
• Establishing and maintaining a variety of records, data and required reports
• Preparing effective reports, correspondence, and other written materials
• Operating personal computer applications software for word processing, spread­sheets, graphics, and basic desktop publishing

Knowledge of:

Personal computer applications including word processing, spreadsheets, and graphics English grammar, spelling, punctuation, and composition Generating/formatting various reports, forms, and correspondence Business arithmetic Modern office methods, procedures, supplies and equipment, including filing system development and maintenance, and telephone reception

• Vision sufficient to read computer screens, and handwritten and printed documents
• Manual dexterity to operate keyboards and manipulate papers
• Speech and hearing to communicate effectively in individual and group settings
• Bending and reaching to obtain or replace files and records
• This work is performed in an office setting on and off campus.

Minimum Qualifications:

• Associate degree (or higher) or two years increasingly responsible clerical/recordkeeping or office management work, with at least one year of responsi­ble administrative assistant capacity supporting a management or an executive posi­tion
• Typing at a rate of 55 WPM

Other Requirements:

• Must possess a valid California driver's license and have a satisfactory driving record,
• Demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.

Desirable Characteristics:

DESIRABLE QUALIFICATIONS: A combination of education and experience equivalent to:

• Knowledge of Banner software
• Community college experience is preferred

Required Documents:Cover Letter, Resume/CV