WHO WE ARE: 
Mt. San Jacinto Community College District is committed to achieving parity in academic outcomes by removing institutional barriers and creating an inclusive and culturally affirming learning environment. As outlined in the District's Student Equity Pledge, https://www.msjc.edu/equitypledge/documents/MSJC_Equity_Pledge.pdf (Download PDF reader)  (Download PDF reader)  "our purpose is to celebrate diversity, instill hope, and empower our students to transform their lives and those around them by challenging our perceptions and biases through self-reflection and constant inquiry to identify and eliminate equity gaps." We provide students with a rich and dynamic learning experience that embraces differences -- emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens, and socially responsible leaders. When you join our team at Mt. San Jacinto Community College District, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches educational justice as a means for economic and social transformation and mobility demanding the broad collaboration among faculty, classified professional staff, administration, students and community partners.

THE COLLEGE AND THE DISTRICT: 
Mt. San Jacinto Community College enrolls approximately 27,000 students each academic year and has a highly diverse student population that reflects the communities it serves. Designated as a Hispanic-Serving Institution (HSI), Mt. San Jacinto Community College administers an array of student affinity programs specifically focused on supporting our diverse, multicultural, and multi-racial communities. Detailed information about the student population, including data related to student success, can be found on Mt. San Jacinto College's Office of Institutional Effectiveness, Planning, and Research website.

WHO WE WANT: 
We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified professional staff, administration, students and community partners who are also committed to closing equity gaps. The Mt. San Jacinto Community District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals. 

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. 

SALARY SCHEDULE:  Level 16

SALARY SCHEDULES 

OCCUPATIONAL GROUP:  Classified

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 

• Correct grammar, spelling and punctuation
• Office methods, procedures and practices

• 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

• 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

1. A high school diploma or GED; AND
2. Four (4) years of professional experience in general clerical work; INCLUDING
   1. Two (2) years performing professional administrative duties; AND

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

1. Professional experience:
   1. With Microsoft Office Suite programs (Word, Excel, Outlook), at an advanced skill level
   2. Using spreadsheet and database systems
   3. Providing a high quality of service working in a heavy customer service position