Office Assistant
California State University, Monterey Bay - United States
Under the general supervision of the Administrative Analyst of the Service Learning Institute (SLI), the Service Learning Institute Office Assistant will perform moderate to complex clerical support duties for the SLI.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following :

  • Administrative Support: Provides general clerical support for the Service Learning Department Faculty and Staff. Composes correspondence, reports, and other documents as requested. Schedules meetings outside of the SLI, provides support, and maintains events calendar for special events. Coordinates and monitors annual and daily parking permits for staff, guests, and community partners. Organizes and maintains a complex system of files and records for both physical and electronic materials. Performs data entry and duplicates materials. Assists with the distribution of SL documents, and collection of requested data and materials as needed.
  • Travel Administration: Coordinates travel arrangements for all SLI faculty, staff and student leaders; prepares all Requests for Approval of Travel (RATs); processes travel and expense reimbursement requests. Introduces travel procedures and maintains updated travel guidelines to be followed by SLI faculty and staff and SL Student Leaders.
  • Budget and Payroll Tracking: Assists in tracking the unit's budget expenditures on both General Fund and grant accounts. Assists in the preparation of purchase requisition, invoices, procurement cards, and related budget documents. Maintains accurate records of invoices and receipts processed. Processes payments for various events and special projects. Serves as point of contact for all invoice and reimbursement questions. Reconciles and processes procurement cards for both General Fund and grant accounts.
  • Office Supplies and Equipment Management: Identifies and orders supplies, materials, equipment and services for the office and/or requested by staff; receives and organizes supplies for storage and/ or distribution. Prepares and processes Purchase Requisition Forms, reimbursement, and payment request forms; reviews and confirms accuracy of invoices for approval of payment. Oversees maintenance of copy, printers, scanners and fax machines, making vendor calls when necessary. Monitors the check-out procedures for SLI electronics: laptops, digital cameras, IPADS, etc.
  • Special Event Management: Requests meeting space and catering for events via Resource 25. Serves as main SLI point of contact for events. Works directly with appropriate campus and community entities for catering requests. Helps to coordinate support for SLI participation in campus-wide events related to student orientation, graduation, awards, etc. Provides support for Coordinator of Community Partnerships to facilitate TB testing and payment process with Campus Health Center.
  • Publications and Campus Communication: Serves as a source of information about CSUMB administrative processes for SLI faculty, staff and students. Introduces SL Student Leaders and new staff to administrative processes as part of orientation process. Provides design and editing support for SLI faculty & staff in the production of SLI newsletters, brochures and other print materials.
  • Other Functions :

  • Performs other job-related duties and special projects as assigned.
  • KNOWLEDGE, SKILLS AND ABILITIES :

    Thorough knowledge of: correct English grammar, spelling, and punctuation, and editing; office methods, procedures, and practices. General knowledge of applicable university infrastructure, policies, and procedures with the ability to identify deviations from applicable policies; standard office software packages; budget policies and procedures.

    Skills: Demonstrated competence in effectively presenting standard information in writing, and understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.

    Ability to: learn, interpret independently, and apply a variety of complex policies and procedures; coordinate and monitor the varied and complex academic advising needs of a diverse student body; apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions; independently handle multiple work unit priorities and projects; use a broad range of technology, systems, and packages; apply independently a wide variety of policies and procedures where specific guidelines may not exist; perform standard math of a transactional nature, including tracking and comparing data; draft and compose correspondence and standard reports; apply active problem solving and effective interpersonal skills when dealing with frontline contacts; read and write at a level appropriate to the duties of the position; handle effectively a broad range of interpersonal contacts, including students, faculty, and administrators that are sensitive in nature; apply exceptional customer service skills; establish and maintain effective and cooperative working relationships within a diverse, multicultural environment.

    MINIMUM QUALIFICATIONS :

    Equivalent to a high school diploma AND three years of progressively responsible general clerical or technical assignments that have provided the applicant with the knowledge and abilities listed above. Prospective applicants who have not had the experience listed may substitute other evidence of meeting the above qualifications for up to two years of the required clerical experience.

    SPECIALIZED SKILLS REQUIRED :

    Proficient in the use of word processing, spreadsheet, email, scheduling databases, or Internet software. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.

    DESIRABLE QUALIFICATIONS :

    Comfort with editing and document lay-out and design. Proficiency with both PC and Macintosh. Desktop publishing experience helpful, especially with In-Design. Technical fluency with Microsoft Office Professional Suite, Oracle- PeopleSoft/ CMS baseline system; and Google mail and calendaring programs. Demonstrated understanding of and commitment to CSUMB's Vision .

    SPECIAL CONDITIONS OF EMPLOYMENT :

    The person holding this position is considered a ?mandated reporter? under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

    WORK ENVIRONMENT :

    Works primarily in a climate controlled environment with minimal safety/health hazard potential. Mobility within an office environment. May require travel between campus offices and off-campus locations.

    SALARY RANGE :

    $2,505 - $3,758 per month with the anticipated hiring at or near entry level. CSUMB offers an attractive employee benefits package, CSU Benefits R07 . The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing .

    IMPORTANT INFORMATION :

    All candidates must complete and sign a Background Check Consent Form specific to this position when interviewed at California State University, Monterey Bay (CSUMB). A Background Check includes an education verification (if applicable), confirmation of dates of employment/salaries and a criminal history check. A Background Check will be performed if you are a finalist for this position. The criminal history check will be conducted by a third-party agency prior to making the job offer to the successful candidate. Internal CSUMB Applicants: Finalists who are currently employed as a state employee at CSUMB are not required to undergo a criminal history background check.

    APPLICATION PROCEDURE :

    A completed online application and resume must be received by Human Resources by 5:00 p.m. on the priority screen date listed above to be guaranteed a review . Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned. CSUMB will not fax application materials.

    For assistance or if you require an accommodation, please call (831) 582-3389 , or TDD at (800) 735-2929. For computer/online access you may visit the Tanimura & Antle Family Memorial Library ( map ) or our Student Services Building - first floor ( map ). Please check the links provided for the respective hours and the location of each site. CSUMB will not fax application materials.

    CSUMB is an EEO employer committed to excellence through diversity.
    All employees must be eligible for employment in the U.S.

    California State University, Monterey Bay - 11 months ago - save job - block
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