Job Details

Department Assistant

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.

Serving all of San Luis Obispo County, Cuesta College has provided comprehensive associate degree offerings, certificates, and community programs to the region since 1964. The main campus is located along scenic Highway 1, west of San Luis Obispo and east of the beaches of the Pacific Ocean. Cuesta College has a North County Campus in Paso Robles, and South County Center, in Arroyo Grande.

Equity, diversity, and inclusion are essential to our culture and the work we do. Cuesta College is proud to be a designated Hispanic-Serving Institution (HSI) committed to racial and socio-economic diversity as it reflects our communities and student populations. We actively seek to attract candidates who share this commitment to equity, diversity, and inclusion. As part of the Cuesta College team, you can expect to be part of a collaborative community of faculty, classified professionals, administrators, students, and community partners advancing educational excellence with intentional support services leading to student success and completion.

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.

Duties may require the physical ability to:

• Read and comprehend printed matter and text and data on computer monitors;
• Communicate intelligibly and effectively via speech, telephone, written correspondence, and/or email;
• Understand and carry out oral and written directions;
• Work at a desk, conference table or in meetings of various configurations;
• Sit or stand for extended periods of time;
• Lift and/or carry 25 pounds;
• Manual dexterity sufficient for keyboard and other office equipment operation.

Qualifications:

• Education: Preferred: Associate degree, including or supplemented by secretarial science, office management, and public relations courses.
• Experience: Required: Two years of experience equivalent to a Secretary II or III at Cuesta College; or Three years of increasingly responsible clerical/secretarial experience. Or any equivalent combination of education and experience.

Knowledge of:

• Record keeping;
• Modern office practices, procedures, and equipment;
• Correct English, spelling, punctuation, and grammar;
• Methods of writing correspondence and reports;
• College organization, policies, and rules;
• Current technologies, personal computer, and associated office software such as word processing, spreadsheet, presentation, and/or database software;
• Principles of business letter and report writing;
• Computer programs necessary for record keeping and databases;

Ability to:

• Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff, external customers and students, and of staff, external customers and students with physical and learning disabilities;
• Establish and maintain cooperative working relationships with administration, faculty, staff and others contacted in the performance of duties;
• Communicate effectively orally and in writing;
• Maintain a variety of files.

Licenses/Certificates: Required: Possess a valid California Driver's License.