MIRACOSTA COLLEGE
CLASS TITLE:
FACILITIES ASSISTANT
BASIC FUNCTION:
Under the direction of the Director, Facilities, is responsible for the sensitive administrative/
secretarial support to the Facilities department at all District sites including Facilities, Capital
Construction, Maintenance, Grounds, Custodial and Fleet Services; assists with governing board
docket items and acts as the main point of contact for all Facilities department help desk needs.
REPRESENTATIVE DUTIES:
1.
Organize and manage the day-to-day activities of the assigned program(s) to ensure
efficient and effective District program and office operations; coordinate communications;
assist administrator(s) with administrative matters; and resolve conflicts. (E)
2.
Manage the facilities help desk functions for the district. Function as the first response
solution for technical problems that do not require escalation. Operate and oversee
mechanisms for logging incoming facilities work requests and routing of those problems to
appropriate staff members in facilities department. (E)
3.
Manage the districts Civic Center facilities use program to include reviewing all requests
for non-district related event and space requests for use of any facilities as well as
scheduling and coordinating the spaces, verify insurance coverage, obtaining all signed
use contracts and coordinating the event with facilities, risk management, campus police
and other designees based on the request and type of event being scheduled (E)
4.
Issue the District’s electronic key cards and brass keys to faculty and staff. (E)
5.
Assist with the District's security alarm system account, which includes coordinating the
changes, additions and deletions of security codes for all employees; receiving and
responding to calls reporting trouble with security system; working directly with security
alarm company with additions and deletions of employee accounts and scheduling
repairs. (E)
6.
Coordinate the District's vehicle transportation program to assure the fulfilling of vehicle
requests; schedule, confirm and record reservations for vehicles and check vehicles in
and out; verify a drivers are authorized, issue gas cards and track usage, make
arrangements of vehicles in support of a variety of programs; assure proper
documentation is available; issue, collect and maintain all vehicle keys, and work closely
with District's vehicle mechanic regarding vehicle discrepancies and repair and
maintenance schedules. (E)
7.
Create, prepare, and maintain correspondence and information independently or from
oral/written instructions, including reports, surveys, forms, charts, budget sheets,
memoranda, presentations, flyers, brochures, departmental portal and website updates,
including documents of a confidential nature. (E)
8.
Initiate and answer telephone calls; screen and direct calls and visitors to appropriate
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
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FACILITIES ASSISTANT
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personnel; schedule and confirm appointments; respond to requests for information from
students, staff and the general public regarding District programs, policies, procedures and
regulations. (E)
Maintain current budget information for the various Facilities’ programs, construction
projects, state scheduled maintenance projects; monitor budget expenditures; assist in
budget preparation; process departmental purchase requisitions, open purchase orders,
standing orders and invoice payments, and perform annual departmental renewal of all
service contracts. (E)
10.
Maintain a variety of files and records, including some that are confidential in nature.
Compile complex statistical and narrative reports from a variety of sources; prepare,
duplicate and collate materials; review, check, correct and compile a variety of
information; verify data for accuracy; completeness and compliance with established
procedures. (E)
11.
Confer with staff, students and the public in matters requiring detailed knowledge of rules,
procedures, policies and precedents; coordinate communications and activities to assure
timely services of the department.
Schedule meetings and appointments for assigned administrator; prepare agenda items for
meetings; attend meetings, take notes and prepare minutes for distribution to appropriate
personnel as needed.
12.
13.
Maintain current Hazardous Waste Manifest Database and all required local, state and
federal hazardous materials/waste permits. (E)
14.
File all Public Works Construction Project notices of completion with the County of San
Diego and 24 hour stop notices; forward all certificates of insurance to Risk Management.
15.
Receive, open and route mail; order, issue and maintain department supplies and forms;
Make travel arrangements as requested. Order and disburse a variety of materials to other
departments, faculty, students and the community
16.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Organization, policies and rules of assigned department.
Modern office practices, procedures and equipment.
Record-keeping techniques.
District organization, operations, policies and objectives.
Applicable sections of State Education Code and other applicable laws.
Public relations techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Interpersonal skills using tact, patience and courtesy.
Telephone techniques and etiquette.
Oral and written communication skills.
ABILITY TO:
Learn to interpret, apply and explain rules, regulations, policies and procedures and apply them in a
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variety of procedural situations.
Meet schedules and deadlines.
Work confidentially with discretion.
Work independently with little direction.
Analyze situations accurately and adopt an effective course of action.
Establish and maintain cooperative and effective working relationships with others.
Plan and organize work.
Learn District and state regulations, policies and procedures.
Understand and follow oral and written directions.
Communicate effectively both orally and in writing.
Operate a variety of office equipment including a computer terminal.
Maintain records.
Operate a vehicle, observing legal and defensive driving practices.
Operate computerized programs relating to key issuance, locks and security systems
Make arithmetic calculations quickly and accurately.
Work cooperatively with others.
Type at 40 words net per minute from clear copy.
Prepare reports by gathering and organizing data from a variety of sources.
Work efficiently with many interruptions.
Provide training and work direction to others.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural,
ethnic and disability issues.
EDUCATION AND EXPERIENCE:
Equivalent to: Associate in Arts degree, including or supplemented by courses in secretarial science
and one year directly related work experience.
LICENSES AND OTHER REQUIREMENTS:
Valid California driver license.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Student workers.
CONTACTS:
Faculty, coworkers, other department personnel, public, students, other college and community
organizations, vendors. students, administrators, contractors.
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending and/or stooping; occasional light
lifting, carrying of objects weighing 25 pounds or less; ability to work at a computer, including
repetitive use of computer keyboard, mouse or other control devices; ability to travel to a variety of
locations on and off campus as needed to conduct district business.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships involving appropriate interactions
and communications personally, by phone and in writing with a variety of individuals and/or
groups of individuals from diverse backgrounds on a regular, on-going basis; ability to
concentrate on detailed tasks for extended periods of time and/or intermittently while attending to
other responsibilities; ability to work effectively under pressure on a variety of tasks concurrently
while meeting established deadlines and changing priorities.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
2/29/16
FACILITIES ASSISTANT
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WORKING CONDITIONS:
Primarily works in an office environment. Subject to frequent interruptions by individuals in person
or by telephone, intermittent exposure to individuals acting in a disagreeable fashion. Exposure
from light and moderate fumes and noise from equipment. May work at any district location or
authorized facility during day and/or evening hours with occasional evenings, and/or weekends
on an as-needed basis. Occasional local travel may be requested.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
2/29/16