Administrative Associate II, Facilities - Mt. San Jacinto College

We have an exciting opportunity for an Administrative Associate II position located at our campus in San Jacinto, CA. The Administrative Associate II, Facilities, under the general supervision of the District Maintenance and Operations Director or designee, is responsible for the daily operations of the facilities office and normally works independently with little supervision.

This position serves District-Wide; applicants may be assigned to any district facility. Work hours and worksite locations are subject to change depending on department needs.

A six-month probationary period must be successfully completed before the selected candidate is considered a permanent employee of the district.

This position is in the California School Employees Association bargaining unit. For more information, please visit their website http://www.csea.com/

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements and duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.

• Maintain weekly and monthly calendars; make and schedule appointments for the Director of Maintenance and the facilities staff

• Assist with preparation and submission of the department budget; monitor and track via spreadsheets or other tracking systems on a regular basis and provide data to the Director regarding monthly, quarterly and annual expenditures

• Answer telephones and screen incoming calls; take messages and direct inquiries to the appropriate contact

• Answer questions and inquiries from public and district employees relating to the services provided by the Facilities Department including the procedures/processes to obtain those services

• Establish and maintain a good working relationship with individuals at the community and district level including vendors, faculty, students, administrators and member of the general public

• Assist with the completion of and process payroll/personnel documentation

• Compile and ensure confidentiality of records pertaining to the Facilities Department

• Compose correspondence and reports as directed

• Receive, sort and distribute all incoming mail

• Maintain filing systems and logs for the Facilities Department

• Work directly with the public on the coordination of use of school facilities (classrooms, athletic fields, theatre, etc)

• Input and track all service requests/work orders using the Computerized Maintenance Management System (CMMS)

• Represent the department at meetings and events as needed

• Assist with distribution of supplies, as necessary

• Assist with the implementation of processes required by the CMMS including documentation, inventory control, preventative maintenance, routing maintenance, projects and other miscellaneous items

• Coordinate all vehicle requests using the CMMS and assure vehicles are safe and ready for pick-up

• Track vehicle maintenance using the CMMS and schedule services as required

• Issue keys to faculty and staff; maintain key issuance information in CMMS

• Responsible for the day to day ordinary and reoccurring purchasing activities for the Facilities Department; procure basic supplies, equipment and services as required to support maintenance activities; prepare and submit purchasing documentation

• Obtain telephone bids or informal written bids, verify cost information, process purchasing documents, establish records and review documents submitted by others for compliance with purchasing criteria

KNOWLEDGE, SKILLS, AND ABILITIES

The incumbent should possess knowledge of:

• Correct grammar, spelling and punctuation

• Office methods, procedures and practices

The incumbent should possess skills in:

• Working effectively as a team member

• Meeting schedules and timelines

• Communicating effectively both orally and in writing

• Maintaining documentation and records

• Handling multiple assignments simultaneously and set priorities based on customer needs

The incumbent should possess the ability to:

• Coordinate many different duties, determine the relative importance of each, set deadlines and complete projects accordingly

• Quickly learn, independently interpret and apply a variety of complex academic/organizational policies and procedures

• Trace clerical processing errors

• Explain a variety of complex procedures and policies

• Perform complex administrative work involving independent judgment, accuracy and speed

• Establish format and spatial relationships for correspondence, charts and reports using a computer word processing, spreadsheet and/or database programs

• Prepare clear and concise correspondence of a routine nature

• Screen mail, telephone calls and visitors

• Perform arithmetic computations

• Establish and maintain cooperative and effective working relationships with others, including those from a diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff

MINIMUM QUALIFICATIONS

• A high school diploma or GED; AND

• Four (4) years of professional experience in general clerical work; INCLUDING

• Two (2) years performing professional administrative duties; AND

1. Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff

• Before scanning attachments, remove/redact sensitive, confidential information such as date of birth, social security number, and photograph*

SUBSTITUTIONS

Substitutions for meeting the minimum qualifications of this position are allowed. Please refer to the Substitution Policy included in the Tips for Applying section.

• Substitutions for the professional experience requirement are allowed, up to a maximum of two (2) years

DESIRED QUALIFICATIONS

• Professional experience:

• With Microsoft Office Suite programs (Word, Excel, Outlook), at an advanced skill level

• Using spreadsheet and database systems

• Providing a high quality of service working in a heavy customer service position

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting and may travel from site to site. The incumbent must be able to work in a fast paced office environment with background noise and a high stress level.

Physical: Primary function requires sufficient physical ability and mobility to work in an office setting and travel from site to site; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to lift or move up to 20 pounds; to operate office equipment requiring repetitive hand movements and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information in person and on the telephone.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.

Hearing: Hear in the normal audio range with or without correction.