{"id":21727,"date":"2026-06-03T13:03:44","date_gmt":"2026-06-03T13:03:44","guid":{"rendered":"https:\/\/www.monmouth.edu\/career-development\/job\/substitute-department-assistant-non-academic-short-term-temporary\/"},"modified":"2026-06-30T08:17:17","modified_gmt":"2026-06-30T12:17:17","slug":"substitute-department-assistant-non-academic-short-term-temporary","status":"publish","type":"ch_job","link":"https:\/\/www.monmouth.edu\/career-development\/job\/substitute-department-assistant-non-academic-short-term-temporary\/","title":{"rendered":"Substitute Department Assistant (Non-Academic) (Short-Term\/Temporary)"},"content":{"rendered":"

Substitute Department Assistant (Non-Academic) (Short-Term\/Temporary)<\/strong><\/p>\n

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Cuesta College<\/strong><\/p>\n

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Salary:<\/strong> $25.73 Hourly<\/p>\n

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Job Type:<\/strong> Full-Time<\/p>\n

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Job Number:<\/strong> FY2526-00162<\/p>\n

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Location:<\/strong> San Luis Obispo Campus, CA<\/p>\n

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Department:<\/strong> Student Success & Support Programs<\/p>\n

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Closing:<\/strong> 6\/30\/2026 11:59 PM Pacific<\/p>\n

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Job Description Summary<\/strong><\/p>\n

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This is a recruitment for a short-term\/temporary position. 40 hours per week. M, Th, Fr: 8am-5pm; T, W: 9am-6pm<\/p>\n

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DEFINITION<\/p>\n

Under general direction serve as an assistant to the Department Director to implement processes affecting district employees at diverse levels; perform difficult, complex, and responsible secretarial\/clerical work requiring interpretation of written and\/or financial documents, the ability to independently assemble data and information, and the ability to compile reports that require considerable independent judgment.<\/p>\n

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DISTINGUISHING CHARACTERISTICS<\/p>\n

Positions in the Department Assistant class are distinguished from other positions in the secretarial series by the requirement that incumbents perform duties related to Administrative Services and campus needs involving direct employee contact and requiring a working knowledge of college organization, programs, college regulations and procedures. Must have the ability to work independently and to maintain confidentiality of personnel matters, records and other sensitive files and information. Train and oversee the work of student and temporary assistants, and classified employees.<\/p>\n

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Essential Functions & Qualifications<\/strong><\/p>\n

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As a substitute until the permanent position is filled, the job duties may be a subset of the below essential functions<\/p>\n

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ESSENTIAL FUNCTIONS FOR POSITIONS IN THIS CLASS MAY INCLUDE:<\/p>\n

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\u2022 Monitor budget records and expenditures, general requisitions and purchase orders;<\/p>\n

\u2022 Monitor budget for student\/hourly wages; complete requisitions; order office and specialized supplies;<\/p>\n

\u2022 Assist in preparation of budget estimates;<\/p>\n

\u2022 Advise Director\/Administrator of budget estimates and balances; identify and recommend areas for budget transfers;<\/p>\n

\u2022 Screen callers, secure and provide information;<\/p>\n

\u2022 Independently assemble and organize financial and other data for reports and operating manuals;<\/p>\n

\u2022 Compile reports for Director’s\/Administrator’s review;<\/p>\n

\u2022 Organize and oversee the day-to-day operation of the office; schedule, assign, and monitor completion of office projects; prioritize workload so that assignments are completed as needed;<\/p>\n

\u2022 Serve as receptionist for the department, including providing information, taking and delivering messages;<\/p>\n

\u2022 Schedule appointments for Director\/Administrator;<\/p>\n

\u2022 Prepare for and assume responsibility for monthly and\/or yearly activities, including development and duplication of forms and room reservations, and notify all concerned;<\/p>\n

\u2022 Arrange meetings and notify persons to be present;<\/p>\n

\u2022 Organize information and data; type and assemble reports for federal, state, and local agencies;<\/p>\n

\u2022 Word process and\/or compose materials, independently and from general direction, such as correspondence, agendas, memoranda, minutes, reports, evaluation forms, and other materials as needed;<\/p>\n

\u2022 Operate a computer terminal such as a microcomputer with applications including but not limited to word processing, spread sheets, and database management systems;<\/p>\n

\u2022 Record and transcribe notes and distribute minutes and agenda items for department meetings;<\/p>\n

\u2022 Attend meetings in the absence of the Director\/Administrator;<\/p>\n

\u2022 Interview, recommend for hire, train, schedule, and oversee the work of clerical assistants, student and hourly workers, and classified staff;<\/p>\n

\u2022 Distribute and collect absence forms for department personnel each month; obtain necessary signatures and forward to Payroll;<\/p>\n

\u2022 Verify, obtain signatures and submit time cards for hourly workers to Payroll each month;<\/p>\n

\u2022 Interpret college policies and procedures to the public and staff;<\/p>\n

\u2022 Provide information on policies and procedures for the department;<\/p>\n

\u2022 Serve as liaison between Director\/Administrator and others;<\/p>\n

\u2022 Defuse angry employees and public. Attempt to resolve the situation;<\/p>\n

\u2022 Perform other related duties as required.<\/p>\n

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ESSENTIAL FUNCTIONS SPECIFIC TO PARTICULAR POSITIONS IN THE CLASS MAY INCLUDE:<\/p>\n

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Facilities Services, Planning and Capital Projects Department Assistant<\/p>\n

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\u2022 Schedule and reserve Non-Academic and External User facility requests, obtain information vital to each request, including Certificates of Liability and non-profit status;<\/p>\n

\u2022 Obtain, track, and ensure permits (Fuel, elevator, hazardous materials, pool, and others as needed) are kept current, process for renewal for compliance;<\/p>\n

\u2022 Maintain and monitor Hazardous Material files and records;<\/p>\n

\u2022 Attend meetings with, and in the absence of the Director;<\/p>\n

\u2022 Create, receive, process and maintain department purchase orders, requisitions and invoices;<\/p>\n

\u2022 Serve as Work Order Administrator to monitor and review incoming work orders for Skilled Maintenance, Motor Pool and Custodial departments, and dispatch to appropriate areas;<\/p>\n

\u2022 Compile facility activity to be input on campus calendars for Public Safety, HVAC, and Custodial Departments;<\/p>\n

\u2022 Serve as dispatch on two-way radio;<\/p>\n

\u2022 Maintain, monitor and update vehicle inventory and files, including knowledge of DMV forms and practices;<\/p>\n

\u2022 Maintain and reorder department supplies (Office supplies, batteries, fuel, 2-way radios, etc);<\/p>\n

\u2022 Serve on Hiring committees as needed;<\/p>\n

\u2022 Schedule Vehicle requests.<\/p>\n

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Administrative Services Department Assistant – Capital Outlay Projects Department Assistant<\/p>\n

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\u2022 Compile and refine data and develop reports to satisfy Federal and State Mandates of District wide asset inventory;<\/p>\n

\u2022 Coordinate construction processes with the Department of State Architecture to include project certification, closure and invoicing;<\/p>\n

\u2022 Monitor funding and expenditures and assist in compiling state reimbursement reports for deferred maintenance, hazardous substance and capital outlay;<\/p>\n

\u2022 Coordinate and assist in developing bid documents for funded capital outlay projects (insuring that appropriate insurance, bond and administrative requirements are satisfied);<\/p>\n

\u2022 Maintain and monitor expenditures in group one and group two in all construction phases files and records;<\/p>\n

\u2022 Review construction proposals. Track expenditures;<\/p>\n

\u2022 Independently assemble financial and\/or program data and information required for reports. Compile reports for Administrator’s review;<\/p>\n

\u2022 Organize information and data type and assemble reports for federal, state, and local agencies;<\/p>\n

\u2022 Independently assemble and organize information and financial data for reports. Assume responsibility for follow-through so that preparation for monthly or yearly activities is completed on a timely basis, including development and duplication of necessary forms and data and notify all concerned;<\/p>\n

\u2022 Provide support materials and minutes for councils and committees;<\/p>\n

\u2022 Audit department and capital outlay bookkeeping records against Banner;<\/p>\n

\u2022 Consult and coordinate with Facilities Services in regards to capital outlay, deferred maintenance, insurance and state and local agencies;<\/p>\n

\u2022 Maintain a variety of hard copy and electronic files including capital outlay, deferred maintenance, insurance and contract files;<\/p>\n

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Duties may require the physical ability to:<\/p>\n

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\u2022 Read and comprehend printed matter and text and data on computer monitors;<\/p>\n

\u2022 Communicate intelligibly and effectively via speech, telephone, written correspondence, and\/or email;<\/p>\n

\u2022 Understand and carry out oral and written directions;<\/p>\n

\u2022 Work at a desk, conference table or in meetings of various configurations;<\/p>\n

\u2022 Sit or stand for extended periods of time;<\/p>\n

\u2022 Lift and\/or carry 25 pounds;<\/p>\n

\u2022 Manual dexterity sufficient for keyboard and other office equipment operation.<\/p>\n

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ESSENTIAL FUNCTIONS OF PARTICULAR POSITIONS WITHIN CLASSIFICATIONS MAY VARY BECAUSE JOB DUTIES MAY VARY BY WORK LOCATION.<\/p>\n

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QUALIFICATIONS<\/p>\n

Education:<\/p>\n

Preferred<\/p>\n

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\u2022 Associate degree, including or supplemented by secretarial science, office management, and public relations courses.<\/p>\n

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Experience:<\/p>\n

Required<\/p>\n

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\u2022 Two years of experience equivalent to a Secretary II or III at Cuesta College; or<\/p>\n

\u2022 Three years of increasingly responsible clerical\/secretarial experience.<\/p>\n

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Or any equivalent combination of education and experience.<\/p>\n

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Knowledge of:<\/p>\n

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\u2022 Record keeping;<\/p>\n

\u2022 Modern office practices, procedures, and equipment;<\/p>\n

\u2022 Correct English, spelling, punctuation, and grammar;<\/p>\n

\u2022 Methods of writing correspondence and reports;<\/p>\n

\u2022 College organization, policies, and rules;<\/p>\n

\u2022 Current technologies, personal computer, and associated office software such as word processing, spreadsheet, presentation, and\/or database software;<\/p>\n

\u2022 Principles of business letter and report writing;<\/p>\n

\u2022 Computer programs necessary for record keeping and databases;<\/p>\n

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Ability to:<\/p>\n

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\u2022 Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff, external customers and students, and of staff, external customers and students with physical and learning disabilities;<\/p>\n

\u2022 Establish and maintain cooperative working relationships with administration, faculty, staff and others contacted in the performance of duties;<\/p>\n

\u2022 Communicate effectively orally and in writing;<\/p>\n

\u2022 Maintain a variety of files.<\/p>\n

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Additional Information<\/strong><\/p>\n

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This is a recruitment for a short-term\/temporary position. 40 hours per week. M, Th, Fr: 8am-5pm; T, W: 9am-6pm<\/p>\n

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Interview Process Information<\/strong><\/p>\n

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Selected applicants will be contacted for an interview.<\/p>\n

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To be considered for this position please visit our web site and apply on line at the following link: https:\/\/apptrkr.com\/7195646<\/strong><\/p>\n

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The San Luis Obispo County Community College District promotes inclusiveness, prohibits discrimination, and encourages all qualified persons to apply. As an Equal Employment Opportunity Employer, Cuesta College actively seeks candidates with diverse backgrounds to assist students, staff, and faculty. For ADA (Americans with Disabilities Act) assistance with the application and\/or interview process, please contact the Human Resources Office: (805) 546-3129.<\/strong><\/p>\n

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