MIRACOSTA COLLEGE
CLASS TITLE:
Fixed Asset & Administrative Services Specialist
BASIC FUNCTION:
Under the direction of the Director, Purchasing and Material Management, coordinate, maintain
and update the District’s Fixed Asset management system and related physical inventory records
and reports, in compliance with State Education Code and applicable law; Responsible for day-today operation and maintenance of the District’s mail and records management systems. Assist,
perform and support other Purchasing and Material Management functions and related duties as
needed, including warehouse and mail/courier service support.
REPRESENTATIVE DUTIES:
1.
Coordinate the District’s Fixed Asset management system. Track, maintain and update the
physical inventory of District fixed assets; receive, tag, record, update, compile, verify and
prepare data and a variety of reports with regard to these assets. Interact with faculty and
staff from other departments and coordinate with Purchasing, Receiving, and Accounting
staff to ensure the accuracy of asset data. Perform regular physical inventories of District
capital assets and resolve discrepancies as needed.
2.
Monitor and coordinate the District’s mail operations and related services, including
compliance with U.S. Postal Service federal regulations, security and privacy guidelines,
maintenance and security of the postage meter, mail permits, bulk mail and internal mail
operations. Develop and monitor budgets for various mail and distribution accounts,
including blanket orders and various contracts. Act in lead capacity for mail operations and
related staff.
3.
Monitor and coordinate the District’s records management system, including inventory,
storage, retrieval and destruction activities, as well as preparation of annual records
destruction reports for Board approval; ensure compliance with records security and
confidentiality requirements. Develop and monitor budgets for blanket orders and various
contracts. Act in lead capacity for records management operations and related staff.
4.
Perform Board agenda deliveries and high-priority overnight/courier deliveries as assigned.
Package and record materials for priority shipment via independent carriers (e.g, UPS,
Federal Express).
5.
Receive merchandise at the warehouse; check against Purchase Order numbers and
assure that packages contain appropriate items; inspect merchandise for proper quantity,
condition and working order; perform regular delivery and distribution of supplies and
equipment to all District locations. Interact with vendors regarding back orders, order and
shipping discrepancies and damaged orders; return damaged and incorrect items
according to procedures; perform order expediting.
7.
Assist with other departmental functions as needed, including Warehouse, Shipping and
Receiving Operations, Surplus Disposal, Mail Services, Courier and Delivery Services,
Printing and Copy Services, Records Management, and Purchasing/Contracting.
8.
Support special project assignments as directed, including building construction and
departmental relocations.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
11/27/08
Fixed Asset & Administrative Services Specialist
9.
2
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Principles and practices of fixed asset management; mail operations, and records management.
District organizational structure, including District operations, policies and procedures.
Applicable sections of State Education Code and other applicable laws and regulations.
U.S. Postal Service regulations and procedures, including local mail permits and bulk mail
distribution.
Basic accounting and budget management skills.
Computer database management skills.
Principles and practices of warehouse, shipping and receiving operations.
Applicable OSHA, FEMA, health and safety regulations.
Proper methods of storing records, equipment, materials and supplies.
Methods of safe handling of hazardous materials and equipment.
Proper lifting and safety techniques.
Operation of heavy warehouse and records-related equipment (e.g. industrial shredders)
Operation of a computer and appropriate software, including word processing, spreadsheet,
database and enterprise financial systems.
Modern office practices, procedures and equipment.
Oral and written communication skills.
Effective telephone and email skills and etiquette.
Interpersonal skills, including tact, patience and courtesy.
ABILITY TO:
Coordinate complex projects and programs.
Learn and apply applicable sections of the State Education Code and other applicable laws.
Maintain computer databases and perform complex reporting as required.
Monitor and manage budgets.
Compose routine email and letter correspondence as required.
Order, receive, deliver and inventory District packages, supplies and mail.
Communicate effectively, both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Plan and organize work; establish appropriate priorities as required.
Maintain a wide variety of records and prepare related reports as required.
Maintain warehouse and mail processing areas in a clean, orderly and safe condition.
Meet schedules, timelines and critical deadlines.
Work independently with minimal direction.
Understand and follow oral and written directions.
Lift objects weighing up to 100 pounds.
Climb ladders to storage bins above floor level.
Observe legal and defensive driving practices.
Operate a variety of warehouse equipment including a forklift, pallet mover, hand and power tools,
cart, District vehicles, computers and appropriate software, copier, and typewriter.
Perform basic arithmetic calculations.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
E) = Essential job function
11/27/08
Fixed Asset & Administrative Services Specialist
3
EDUCATION AND EXPERIENCE:
Any combination equivalent to graduation from high school and two years of closely related work
experience.
LICENSES AND OTHER REQUIREMENTS:
Valid California driver’s license.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Provide work direction and act in lead capacity for Fixed Asset Management, Mail and Records
Management operations and related staff.
CONTACTS:
Co-workers, staff, faculty, other department personnel, vendors and contractors, members of the
general public.
PHYSICAL EFFORT:
Subject to lifting and carrying of objects weighing 100 pounds; frequent bending, climbing, lifting,
carrying, pushing and pulling. Ability to travel and/or drive to a variety of locations on and off
campus as needed to conduct both regular and confidential District business.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships and appropriate personal and
professional interactions and communications (in person, by phone and in writing), with a variety of
individuals on a regular and on-going basis; ability to work effectively under pressure on a variety of
tasks concurrently while meeting established deadlines and shifting priorities. Occasional
exposure to angry or hostile individuals.
WORKING CONDITIONS:
Work includes indoor and outdoor environment; adverse weather conditions; noise and emissions
from equipment, and travel to other campus facilities. Subject to working with and adjacent to
heavy equipment such as forklifts, pallet jacks and industrial shredders. Limited exposure to
hazardous materials and construction environments. Subject to moderate public contact and
frequent interruptions.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
E) = Essential job function
11/27/08