Substitute Department Assistant Facilities (Short-Term/Temporary)

Substitute Department Assistant Facilities (Short-Term/Temporary)

Salary

$27.02 Hourly

Location

San Luis Obispo Campus, CA

Job Type

Full-Time

Job Number

FY2627-00067

Division

Administrative Services

Department

Facilities Services, Planning, and Capital Projects

Opening Date

10/13/2026

Closing Date

6/30/2027 11:59 PM Pacific

• Description
• Benefits
• Questions

Job Description Summary

This is a recruitment for a short-term/temporary position.

DEFINITION

Under general supervision of an assigned Director/Administrator implement processes affecting district employees at various 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.

DISTINGUISHING CHARACTERISTICS

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 confidential matters, records and other sensitive files and information. Train and oversee the work of student and temporary assistants, and classified employees.

Incumbents in this position support student learning outcomes and institutional effectiveness by serving as a main contact and support for District Facilities, students, staff, and faculty.

Essential Functions & Qualifications

As a substitute until the permanent position is filled, the job duties may be a subset of the below essential functions

ESSENTIAL FUNCTIONS FOR POSITIONS IN THIS CLASS MAY INCLUDE:

• Assist in preparation of budget estimates;
• Advise Director/Administrator of budget estimates and balances; identify and recommend areas for budget transfers;
• 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;
• 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;
• Verify, obtain signatures and submit time cards for hourly workers to Payroll each month;
• Responsible for department purchase orders, department credit card statements and coding, requisitions, invoices, expenditures, and correspondence;
• Update, track, and preserve various records, reports, and applicable plans;
• Research vendors;
• Maintain petty cash account, submit claims and replenish petty cash as needed;
• Obtain, track, and ensure permits are kept current, process for renewal for compliance;
• Attend meetings;
• Maintain, monitor and update vehicle inventory and files, including knowledge of DMV forms and practices;
• Maintain, order and track department equipment, materials and supplies, verify accuracy of orders and receipt of merchandise;
• Draft and review documents for Board of Trustees
• Draft and assist with creation and distribution of district wide communications and alerts
• Monitor and update on site UST fuel system documentation and software;
• Schedule, log and receive vehicle requests, acquire rentals when necessary;
• Monitor hazardous material files and route records accordingly;
• Collaborate with district personnel as required;
• Update Facilities Services webpage and web content as needed;
• Serve on committees as needed;
• 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.

ESSENTIAL FUNCTIONS OF PARTICULAR POSITIONS WITHIN CLASSIFICATIONS MAY VARY BECAUSE JOB DUTIES MAY VARY BY WORK LOCATION.

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 Drivers License;

Additional Information

This is a recruitment for a short-term/temporary position.

Interview Process Information

Selected applicants will be contacted for an interview.

TO: New Employees

FROM: Human Resources

SUBJECT: Benefits for Classified & Management Employees

Cuesta Colleges Benefits website: https://www.cuesta.edu/about/depts/humanresources/Benefits/index.html

Employees who work half-time or more are entitled to receive fringe benefits. The fringe allocation is money from the District to help cover the cost of insurance. Employees working half-time or more are eligible to participate in the Districts medical, dental and vision insurance.

Employees with a work assignment of 50% to 74% of full time will receive one-half of the above stated fringe allocation.

If your insurance rate exceeds your fringe allocation, the balance will be deducted from your monthly payroll check. If the insurance plans selected cost less than the fringe allocation, any excess amount will be returned to the District. For more information about how fringe benefits are determined please refer to the collective bargaining agreement between SLO Community College District and Cuesta College Classified United Employees (CCCUE) or the Board of Trustees policy regarding management employees.

If you have any questions, please contact Human Resources at 805-546-3129 or hr@cuesta.edu.

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We endeavor to foster a just and inclusive campus culture here at Cuesta College. Please tell us about your experiences with inclusion as it relates to your career or some other aspect of your work? If you have not had direct experience in this area, please tell us about your aspirations. We welcome learning about your areas of challenge or growth and success.

Required Question

Employer Cuesta College (CA)

Address P. O. Box 8106

San Luis Obispo, California, 93403

Phone (805) 546-3129

Website https://www.schooljobs.com/careers/cuesta