Facilities Operations Assistant

Overview

BASIC FUNCTION: Under the direction of the Facilities Director, perform a variety of responsible administrative, clerical, technical and operations support functions of a wide and complex nature to the Facilities Department. Facilitate communications between the Director, staff, public agencies and the community. Also provides administrative, clerical, technical and operations support to the Assistant Facilities Director, the Custodial Supervisor, and the Executive Bonds Manager.

Employees in this classification receive limited supervision from an executive/senior administrator within a broad framework of policies and procedures. This job class requires advanced abilities and skills in written and oral communication, initiative, organization, problem solving and independent judgment.

DISTINGUISHING CHARACTERISTICS

This position is an administrative support classification distinguished for facilities department. Employees in this class establish efficient communication with other members of the faculty, staff, administration and the community; produce, distribute, and disseminate information in a variety of formats; and assume responsibility for the completion of special projects. This job class is further distinguished by its advanced use of communication, discretion, initiative, problem-solving skills, independent judgment and scheduling responsibilities.

APPLICATION PROCESS DETAILS
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• To be considered for this position, all complete applications and supporting materials must be received by the Final date to receive applications.
• Meeting the minimum qualifications does not assure the candidate an interview. It is, therefore, important that the application be thorough and detailed.
• Reference checks for the finalists will be conducted.
• Candidates should not expect official notification until the selection of the candidate has been completed.
• The College may re-advertise or delay filling a position.
• Travel costs related to the interview are the responsibility of the candidate.
• Finalists may be invited to a second interview with members of the administration.

REPRESENTATIVE DUTIES

Essential duties and responsibilities include the following. Other job-related duties may be assigned.

• Performs a variety of highly responsible administrative, secretarial/clerical, and operational support function of a wide and complex nature; assists and arranges department assignment and activities.
• Performs multiple projects concurrently; is the system's administrator to the Facilities Utilization Space Inventory Option Net (FUSION); maintains and updates the ONUMA work order system, monitoring and tracking daily work orders; sets up equipment Preventive Maintenance schedules, assigns and monitors associated tasks.
• Administer and manage work order system to track and schedule facility staff work orders daily and weekly.
• Collects and analyzes relevant data; researches, initiates necessary change, and provides background documentation on matters requiring the administrator's attention; assumes responsibility for timely completion of the special projects or tasks; and assists in all pertinent matters.
• Assists in developing and monitoring department and/or office procedures analyzing activities needed to be addressed; recommends course of action for inter-office matters such as personnel, budget, procedures, policies and special projects.
• Directs and assign work to student workers and temporary personnel as assigned; serves as a resource regarding applicable rules, regulations, and policies and procedures; order office supplies and assure proper operation of office machines.
• Serves as liaison between the administrator and other district officials, staff, student, internal and external organizations and regulatory agencies; and enhances communication with the same.
• Collect and compile narrative, statistical and financial data and other information for inclusion into special and period reports. Maintain and update as required current regulations for all regulated programs.
• Establishes and maintains records, filing systems, and logs; monitors facilities staff schedules; monitors and records staff attendance.
• Assists in the…