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Posted: Tuesday, February 6, 2018 10:15 PM

Administrative Support Assistant II/ Department of Housing and Residential Education
Administrative Support Assistant II/ Department of Housing and Residential Education
$30,468.00 - $50,424.00 Annually
San Bernardino, CA
Job Type
Full time, Temporary
Student Affairs
Job Number
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Employment Status: Full-time, \"non-exempt,\" Temporary
Work Schedule: To Be Determined
First Review Deadline: Applications will be reviewed beginning February 12, 2018
Current employees will be given preferred consideration.
Typical Activities
Under the supervision of the Associate Director of Housing Services, the Administrative Support Assistant will provide general reception for DHRE Facilities Office. Provide exceptional customer service including knowledge of DHRE Facilities work, disruptions, and project status to assist in informing the campus and residential community; assist with opening and closing office each day, monitor and take appropriate action to voice mail messages received at DHRE Facilities Office. Make deliveries as needed. Create, issue, and close work orders as appropriate into Res Center and Kayako databases. Ensure comments and critical information are entered daily into the work order and project detail information; including data entry of labor, materials, receipts, photos and related documentation for billing and recordkeeping purposes; print and distribute accordingly.
Monitor and respond to field staff via two-way radio, telephone, or tablet. Provide knowledge of DHRE Facilities Management units when dispatching calls to ensure the residents or guests are provided with best service possible and to help ensure the safety of the campus and building occupants. Schedule Village Square, University Conference Room, and Multipurpose Room, lawns and pool areas, including the processing of applications, scheduling, and group deposits for usage. Create flyers/notices for postings for residents.
Assist Work Control with the coordination of all student and conference transitions and determine priorities for maintenance and custodial needs to assist with seamless check in and check out for all groups. Serve as a liaison for outside departments and vendors. Provide clerical assistance at DHRE Main Office as needed. Research and respond to inquiries related to damage, custodial, and key replacement charges. Provide clerical support to AD for Facilities, Facilities Project Supervisor, and Custodial Leads. Serves as front line for vendors, providing them with parking permits, keys etc. and knowledge of vendor's whereabouts. Serve as an escort for vendors when they enter occupied spaces. Inventory master key cabinet at end of shift. Assist in continued review of process improvement; and performs work as assigned by Work Control, leads, or supervisor.
Student Supervision: Assist with supervision of Student Mail Room Assistants and DHRE Facilities Department Administrative Student Assistants. Recruit, select, and train a diverse student staff that reflects the CSUSB student body.
Reports: Serve as back up for generated reports from ResCenter to provide managers and staff with workflow information regarding work orders pending, status, priority, work assignments, financial impacts, and other department parameters. Serve as back up in the distribution of weekly reports to maintenance and custodial staff regarding work status. Provide documentation for student maintenance and custodial charges of services so Work Control can place charges and notify resident in a timely manner. Co-Monitor DHRE programming areas, and campus emails to support and inform DHRE Facilities Department of upcoming responsibilities and space scheduling conflicts. In the absence of Work Control, provide reporting that may be required upon request from supervisor, unit managers, Facilities Project Supervisor, and Custodial Leads. In conjunction with Work Control, monitor deferred maintenance expenses for DHRE facilities operations and report as needed. Serve as back up to schedule and maintain minutes and agendas for weekly Facilities meeting.
Quality Control: Assist in troubleshooting and reconciling various database or reporting errors. Take proactive approach that ensures work order and project documentation, status changes, and closeouts occur in a timely manner. Act as liaison with Facilities Project Supervisor and Custodial Leads for work orders facilitation. Monitor and inventory master keys daily to insure accurate and timely key audits.
Other duties as assigned.
Minimum Qualifications
Experience to be proficient in performing most or all work assignments; general working knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of office methods, procedures, and practices; fluency in using standard office software packages; thorough knowledge of English grammar, punctuation, and spelling; ability to learn, interpret independently, and apply a variety of complex policies and procedures. Able to identify deviations from applicable policies; ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions; ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
Demonstrated competence in effectively presenting standard information in writing; demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment.
Supplemental Information
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
The person holding this position is considered a `general 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.
California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
This position may be \"Designated\" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information:
This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)
You have medical, dental and vision plans from which to choose coverage. You may cover yourself and your eligible spouse or domestic partner and children. You are eligible to enroll in coverage if you are appointed at least half-time and for more than six months. If you enroll on a timely basis, coverage begins on the first of the month after your date of hire. You also may enroll during any annual open enrollment period.
Medical Benefits - You have a choice of several Health Maintenance Organizations (HMOs), depending on location, or Preferred Plan Provider (PPO) insurance plans through the California Public Employees' Retirement System (CalPERS)). You and the CSU share the cost of coverage, with the CSU paying the greater portion of the monthly premium. You may pay your portion of the cost on a pre-tax basis through the Tax Advantage Premium Plan (TAPP).
Dental Benefits You may choose between two dental plans: a traditional indemnity (fee-for-service) plan allowing you to see almost any dental provider, or a \"dental HMO\" plan offering a network of dentists from which to choose. Currently, the CSU pays the full dental premium for you and your eligible dependents.
Vision Benefits Vision coverage includes an annual eye exam, and glasses or contact lenses every other year. Currently, the CSU pays the full vision premium for you and your eligible dependents.
Cobra Benefits If you lose your eligibility for medical, dental, and vision benefits under specified circumstances (for example, you leave employment with the CSU), the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA) and the Omnibus Budget Reconciliation Act of 1989 (OBRA) allows you to continue to receive health care coverage at your expense. You and your dependents can receive COBRA benefits for up to 18, 29 or 36 months, depending on the circumstances.
FlexCash If you waive the CSU medical and/or dental coverage because you have other non-CSU coverage, you can receive additional cash in your paycheck each month. You will be taxed on this additional income. Currently, you can receive $128 FlexCash per month if you waive medical coverage and $12 FlexCash per month if you waive dental coverage.
Life and Accidental, Death & Dismemberment (AD&D) Insurance The CSU provides you with $10,000 of basic term life insurance coverage and $10,000 of basic accidental death and dismemberment (AD&D) insurance coverage. The CSU pays the full cost of this coverage. Coverage is automatic and effective on the first of the month after your date of hire.
CSU Fee Waiver Program If you are a full-time employee, you are eligible each term to waive certain fees at a CSU campus for a maximum of two courses or six units, whichever is greater. You may transfer your fee waiver benefit to your spouse, domestic partner, or dependent child (up to age 25); however, not all of the fees may be waived or reduced for your dependents.
CalPERS Retirement Plan The California Public Employees Retirement System is a defined benefit retirement plan that provides lifetime benefits based on members' years of service, age, and final compensation. Full-time employees appointed for at least six months, or part-time employees working at least half-time and appointed for at least one year, are automatically enrolled in the CalPERS Retirement Plan.
Depending on hire and/or membership date, employees are placed in one of three retirement formulas. Each formula determines the employee contribution rate, and the benefit factor and final compensation period used to calculate retirement allowance.
Retirement Plans
Employee Contribution
2% @ 55. 2% @ 60. 5% less a $513 exclusion. 2% @ 62 (there is not an exclusion) is 6.75% for contribution.
Pre-Tax Savings Plans As a CSU employee, you have three voluntary retirement savings plans available to you, which allow you to invest pre-tax dollars to supplement your CalPERS Retirement Plan benefit. They are:
+ The CSU 403(b) Tax Sheltered Annuity (TSA) Plan
+ The Savings Plus 401(k) Thrift Plan
+ The Savings Plus 457 Deferred Compensation Plan
You may participate in any or all of the plans. Each is governed by a different section of the IRS Code resulting in different rules and provisions.
Holidays The CSU offers employees 14 paid holidays each year; 13 scheduled on specific days and one you may take any time during the year.
Vacation Depending upon your years of service, you earn vacation monthly as follows: 5/6 day up to three years; 1 1/4 days up to six years; 1 5/12 days up to 10 years; 1 7/12 days up to 15 years; 1 3/4 days up to 20 years; 1 11/12 days up to 25 years; and two days per month thereafter. If you have less than 10 years of service with the CSU, you can accrue up to a maximum of 272 hours (34 days); if you have more than 10 years, the maximum is 384 hours (48 days). Part-time employees accrue vacation on a prorated basis.
Sick Leave For each month of continuous service, you accumulate eight hours of credit for sick leave with pay. Part-time employees accrue sick leave on a prorated basis.
Maternity/Paternity/Adoption Leave You are eligible for up to 30 workdays per calendar year starting within sixty (60) days of the arrival of your new child, due to birth, adoption, or foster care assignment.
Associated topics: advocate, district school nurse, healthcare, office assistant, pathologist, school clerk assistant, school counselor, school guidance counselor, secretary, staff


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