Under direction, to provide staff assistance on a variety of matters; to provide administrative assistance and secretarial support to the Director of Facilities ; to relieve the DOF of routine office details; to perform complex clerical accounting tasks in the preparation and maintenance of accounting records and reports; and to perform related duties as assigned.

The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties, and not all duties listed are necessarily performed by each employee in this job title.

• Composes/prepares a variety of correspondence, reports, agenda materials, forms, and other written materials
• Assists in the preparation and update of the overall budget; reviews budget reports and assist in resolving discrepancies; initiates transfers; provides assistance and guidance to staff in budget matters
• Maintains records of maintenance expenditures; reviews and verifies budget codes, purchase order numbers, invoices, identifies discrepancies, and works with other college departments to resolve them; prepares fund transfer requests
• Receives packages, checks for accuracy of shipment, and ensures delivery
• Serves as in person and telephone receptionist; screens and routes calls/callers and identifies urgency and priority of the matter; relays maintenance requests to proper personnel
• Maintains online facility calendar
• Schedules committee meetings, takes minutes and maintains records
• Reviews and tracks time sheets to verify hours total appropriately, code bus driver hours
• Schedules and tracks college motor pool vehicles and drivers dispense vehicle bags and credit cards, maintain motor pool annual calendar
• Prepares various billings to different agencies on a quarterly basis and tracks payments; prepares invoices for payments
• Drafts Facilities related policies, procedures and Board resolutions based on research of issues, the education code, and other require­ments
• Prepares monthly information for Board of Trustee meetings
• Represents the DOF at, attends, and/or conducts a variety of internal and external meetings and committees, within delegated authorities
• Relays DOF/ instructions and information to various college departments; interprets and applies policies and procedures; assists students, staff and public
• Collects, compiles, and summarizes data and information for DOF use, State reports, program review, grants, fiscal, and administrative purposes
• Schedules and maintains appointment calendar for the DOF; schedules and coordinates meetings; makes travel arrangements
• Types, word-processes, assembles, and distributes various documents
• Operates spreadsheet, graphics, and desktop publishing software, Facilities/IT Departments webpages and SharePoint site.
• Assembles, duplicates, and distributes materials
• Performs a variety of other responsible administrative support, technical and secretarial functions
• May supervise student workers
• Related duties as assigned

Knowledge of:

• Personal computer applications including word processing, spreadsheets, and graphics
• English grammar, spelling, punctuation, and composition
• Generating/formatting various reports, forms, and correspondence
• Business arithmetic
• Modern office methods, procedures, supplies and equipment, including filing system development and maintenance, and telephone reception

Skill in:

• Monitoring and assisting in the preparation of budgets
• Researching, interpreting, and applying codes, polices, procedures and regulations.
• Representing the DOF at a variety of internal and external committees and meetings
• Establishing and maintaining a variety of records, data and required reports
• Preparing effective reports, correspondence, and other written materials
• Operating personal computer applications software for word processing, spread­sheets, graphics, and basic desktop publishing

Ability to:

• Use critical thinking and be attentive to details in a disruptive office environment

PHYSICAL CHARACTERISTICS: The physical abilities involved in the performance of essential duties are:

• Vision sufficient to read computer screens, and handwritten and printed documents
• Manual dexterity to operate keyboards and manipulate papers
• Speech and hearing to communicate effectively in individual and group settings
• Bending and reaching to obtain or replace files and records
• This work is performed in an office setting on and off campus.

• Associates degree or two years increasingly responsible clerical/recordkeeping or office management work, with at least one year of responsi­ble administrative assistant capacity supporting (a) management or executive posi­tion(s)
• Typing at a rate of 55 WPM

DESIRABLE QUALIFICATIONS: A combination of education and experience equivalent to:

• Knowledge of Banner software
• Community college experience is preferred