Substitute Department Assistant; Non-Academic); Short-Term​/Temporary

Temporary Position Assistant

This is a recruitment for a short-term/temporary position. The schedule for this position is:

Monday: 8:00 am - 5:00 pm

Tuesday: 9:00 am - 6:00 pm

Wednesday: 9:00 am - 6:00 pm

Thursday: 8:00 am - 5:00 pm

Friday: 8:00 am - 5:00 pm

Under general direction serve as an assistant to the Department Director to implement processes affecting district employees at diverse 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 confidentiality of personnel matters, records and other sensitive files and information.

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

As a substitute until the permanent position is filled, the job duties may be a subset of the below essential functions.

Essential functions for positions in this class may include:

• Monitor budget records and expenditures, general requisitions and purchase orders;
• Monitor budget for student/hourly wages; complete requisitions; order office and specialized supplies;
• Assist in preparation of budget estimates;
• Advise Director/Administrator of budget estimates and balances; identify and recommend areas for budget transfers;
• Screen callers, secure and provide information;
• Independently assemble and organize financial and other data for reports and operating manuals;
• Compile reports for Director's/Administrator's review;
• 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;
• Serve as receptionist for the department, including providing information, taking and delivering messages;
• 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;
• Attend meetings in the absence of the Director/Administrator;
• Interview, recommend for hire, train, schedule, and oversee the work of clerical assistants, student and hourly workers, and classified staff;
• Distribute and collect absence forms for department personnel each month; obtain necessary signatures and forward to Payroll;
• Verify, obtain signatures and submit time cards for hourly workers to Payroll each month;
• 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.

Essential functions specific to particular positions in the class may include:

Facilities Services, Planning and Capital Projects Department Assistant

• Schedule and reserve Non-Academic and External User facility requests, obtain information vital to each request, including Certificates of Liability and non-profit status;
• Obtain, track, and ensure permits (Fuel, elevator, hazardous materials, pool, and others as needed) are kept current, process for renewal for compliance;
• Maintain and monitor Hazardous Material files and records;
• Attend meetings with, and in the absence of the Director;
• Create, receive, process and maintain department purchase orders, requisitions and invoices;
• Serve as Work Order…