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Job No. 536095 Administration/AL Assistant

Employer
California State University, Bakersfield
Location
California, United States
Salary
Salary Not specified
Date posted
Feb 26, 2024
CLASSIFICATION TITLE: Administrative Support Assistant I

UNION CODE: R07

FT/PT: Part-time, 32 Hours per week.

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $2,670 - $2,800
  • However, offer amount will be commensurate with candidate's experience, education, skills, and training.

  • CSU CLASSIFICATION SALARY RANGE: $2,670 - $3,278

    PAY BASIS: Monthly

    BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more! See our benefits website for additional information.

    CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

    SPECIAL INSTRUCTIONS TO APPLICANT: FOR PRIORITY CONSIDERATION, applications must be received by February 29, 2024; however, the position will remain open until filled.

    POSITION PURPOSE: The Administrative Assistant performs the full range of clerical, secretarial, and general office support functions up to moderate complexity. Duties include providing administrative and institutional support to the Library Administration department and initiatives related to textbook affordability. Work is performed under the direct supervision of the Dean of University Libraries, but assignments are generated from multiple sources such as the Administrative Support Coordinator, Budget Analyst, AL$ Coordinator and Special Assistant to the Provost. Prioritization of all tasks is performed at the discretion of this position, working within pre-determined time frames for regular tasks. The Administrative Assistant is an integral member of the Library Administration Office team and requires the ability to use a full range of office support technology and systems. The Administrative Assistant is guided by a working knowledge of library and campus policies and procedures to assist with AL$ textbook list, webpage maintenance, workshop and event coordination, reports, answering phones, record-keeping, etc.

    DUTIES & RESPONSIBILITIES:

    General Library Administrative Support
  • Answer and direct phone calls/in person inquires to the appropriate resources or person needed; receive, and distribute mail, and make campus deliveries.
  • Review and monitor office supply inventory and notify Administrative Support Coordinator (ASC) of items to order.
  • Maintain and monitor office equipment repairs.
  • Maintain electronic filing system, personnel files, library contact database, and keep records.
  • Enter financial document data into data tracking logs and reconcile to CFS/Data Warehouse.
  • Update additional tracking logs (work orders, travel/professional development, vendor logs, etc.).
  • Generate reports and spreadsheets as requested.

  • AL$ Textbook List, Reporting, & Webpage Maintenance Support
  • Update the AL$ webpage and perform maintenance as needed.
  • Search library databases, OneSearch, and campus bookstore for required course materials.
  • Communicate with faculty via email or in person regarding AL$ program and library materials.
  • Assist Librarian in creating annual AL$ report to be sent to the Chancellor's Office.
  • Maintain AL$ textbook list.
  • Train student assistants to assist AL$ textbook list and webpage.
  • Assist faculty with AL$ questions as needed.

  • Workshop & Event Support
  • Assist with registration, RSVP list, and sign in process for workshops and events.
  • Create and distribute invitations, flyers, and other marketing and promotional materials for workshops and events.

  • REQUIRED QUALIFICATIONS:

    EDUCATION & EXPERIENCE – High school diploma or GED and one (1) year of recent (within five years) experience in an office environment.

    LICENSES – Possession of a valid driver's license or the ability to obtain by date of hire. Will be trained on and operate library golf cart.

    SKILLS, KNOWLEDGE & ABILITIES (SKA's) –
  • Regular and reliable attendance is required.
  • Basic knowledge of applicable university infrastructure, policies, and procedures.
  • Ability to use standard office equipment.
  • Ability to use standard word processing and related computer software packages.
  • Ability to perform basic mathematical functions.
  • Fundamental writing and presentation skills to effectively communicate standard information.
  • Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
  • Ability to draft and compose correspondence and standard reports.
  • Ability to complete tasks in a timely manner and follow-up as necessary to ensure consistent progress.
  • Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
  • Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
  • Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
  • Basic communication skills: ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
  • Thorough knowledge of English grammar, spelling, and punctuation.
  • Ability to maintain a high degree of confidentiality.
  • Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
  • Basic computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
  • Possesses a customer-oriented and service-centered attitude.
  • Must be willing to travel and attend training programs off-site for occasional professional development.
  • Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

  • PREFERRED QUALIFICATIONS:
  • Experience with bookkeeping procedures and terminology, analyzing financial data, and/or navigating databases and running queries.
  • Demonstrated skills in an institutional/educational environment.

  • PHYSICAL DEMANDS: LIGHT WORK – involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.

    SPECIAL CONDITIONS:

    SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

    CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

    BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

    SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

    MANDATED REPORTER: Not Mandated

    GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

    EEO STATEMENT: California State University, Bakersfield is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.


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