Department Assistant Facilities

Department Assistant

Under general supervision of an assigned Director/Administrator implement processes affecting district employees at various levels; perform difficult, complex, and responsible secretarial/clerical work requiring interpretation of written and/or financial documents, the ability to independently assemble data and information, and the ability to compile reports that require considerable independent judgment.

Positions in the Department Assistant class are distinguished from other positions in the secretarial series by the requirement that incumbents perform duties related to Administrative Services and campus needs involving direct employee contact and requiring a working knowledge of college organization, programs, college regulations and procedures. Must have the ability to work independently and to maintain confidential matters, records and other sensitive files and information.

Train and oversee the work of student and temporary assistants, and classified employees.

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

Serving all of San Luis Obispo County, Cuesta College has provided comprehensive associate degree offerings, certificates, and community programs to the region since 1964. The main campus is located along scenic Highway 1, west of San Luis Obispo and east of the beaches of the Pacific Ocean. Cuesta College has a North County Campus in Paso Robles, and South County Center, in Arroyo Grande.

Equity, diversity, and inclusion are essential to our culture and the work we do. Cuesta College is proud to be a designated Hispanic-Serving Institution (HSI) committed to racial and socio-economic diversity as it reflects our communities and student populations. We actively seek to attract candidates who share this commitment to equity, diversity, and inclusion. As part of the Cuesta College team, you can expect to be part of a collaborative community of faculty, classified professionals, administrators, students, and community partners advancing educational excellence with intentional support services leading to student success and completion.

Essential functions for positions in this class may include:

• Assist in preparation of budget estimates;
• Advise Director/Administrator of budget estimates and balances; identify and recommend areas for budget transfers;
• Organize and oversee the day-to-day operation of the office; schedule, assign, and monitor completion of office projects; prioritize workload so that assignments are completed as needed;
• Schedule appointments for Director/Administrator;
• Prepare for and assume responsibility for monthly and/or yearly activities, including development and duplication of forms and room reservations, and notify all concerned;
• 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;
• Perform other related duties as required.

Duties may require the…