FIRST DATE OF REVIEW IS SCHEDULED FOR NOVEMBER 22, 2024

THE POSITION IS ASSIGNED TO MAINTENANCE AND OPERATIONS DEPARTMENT

THIS POSITION IS A FULL-TIME, (12) MONTH, $63,336 ANNUALLY (RANGE 23 OF THE CLASSIFIED SALARY SCHEDULE).

FAIR LABOR STANDARDS ACT (FLSA) POSITION STATUS: NON-EXEMPT  

The current hours of this position are Monday through Friday 8:30 a.m. to 5:00 p.m., with some possible evenings and weekends. Hours of employment are subject to change based on student or departmental needs.

Under general supervision, provides administrative and secretarial support for assigned management and department staff; composes, types, edits, and proofreads documents; provides support in monitoring department budgets; receives and processes a diverse range of documents and forms; maintains calendars and schedules meetings; and performs related duties as assigned.

Receives general supervision from assigned supervisory or management personnel.  Exercises no direct supervision over staff.

This classification is responsible for independently performing administrative and secretarial duties in support of assigned management and department staff.  Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

EXAMPLES OF TYPICAL JOB FUNCTIONS 

Management reserves the right to make reasonable accommodations so that qualified employees with verified medical conditions can perform the essential functions of the job.

• Provides administrative and secretarial support for assigned management and department staff; organizes and coordinates daily activities of an assigned office to ensure efficient and effective office operations; acts as a liaison between management and other staff or the public, coordinating resolutions to issues or problems which may arise.
• Composes, types, edits, and proofreads a variety of documents, including forms, memos, reports, organization charts, program plans, and correspondence for department staff; checks draft documents for grammar or vocabulary; makes or suggests corrections to drafts.
• Provides information to the public, students, faculty, staff and others on department and District policies and procedures; responds to inquiries, questions and complaints; resolves issues and/or refers to others where necessary.
• Assists in compiling the department budget, by gathering data related to expenditures and projected charges; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items; processes department requisitions and appropriation transfers; and assists in processing contracts.
• Performs purchasing related duties, such as reviewing procurement documents; orders and tracks purchases; reviews vendor and invoice information; assists with bid requests and price quotes, and prepares requisitions for purchase orders; prints and reviews invoices for accuracy; and follows up with vendors.
• Coordinates activities with respect to rentals for District facilities by academic and non-academic organizations or individuals; provides potential clients with information on rental terms, conditions and rates; generates estimates and contracts for management approval; oversees the facilities reservation systems and trains others on its use; collects and files indemnification and insurance forms; oversees the set up and removal of tables, chairs, audio-visual and other equipment for scheduled events; ensures facilities and equipment are maintained and in optimal working condition.
• Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff; acts as meeting secretary including preparing agendas and informational packets, setting up meeting and training rooms, and taking and transcribing minutes.
• Processes and prepares a variety of documents, materials, and records including timekeeping documents, programmatic or departmental hire documents, payroll records, personnel files, and instructor and workshop evaluations; monitors payroll records for programmatic and grant compliance; and reviews attendance reports submitted by faculty.
• Plans and coordinates departmental events, functions, meetings, and employee training sessions.
• Provides assistance to department staff in various research and department-related projects; participates in implementing department or campus-wide policies and procedures.
• Designs and implements file, index, tracking, and record keeping systems; researches records for report generation or compilation.
• Works productively and cooperatively with others by demonstrating respect, patience and equitable treatment of all internal and external customers.  
• Observes and complies with District and mandated safety rules, regulations, and protocols.
• Performs other related duties as assigned.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.   A typical way to obtain the required qualifications would be:

Education:

Equivalent to completion of the twelfth (12th) grade, supplemented by specialized coursework in business administration, or a closely related field.

Experience:

Three (3) years of increasingly responsible administrative and secretarial support experience.

Licenses and Certifications:

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