Overview
Experience Administrative Assistant Jobs in Roseville, CA at HOA Property Management Company
Independently performs a variety of complex and technical clerical and administrative duties for the Facilities Department.
Required Qualifications:
Applications are reviewed for minimum qualifications. In order to be considered, your application must clearly show you meet the minimum qualifications for this position.
Education and Experience:
Position requires a high school diploma or equivalent
Position requires a minimum of four years of current full-time progressively responsible clerical, office administration, or related experience, preferably in a service area.
Additional related education may substitute for experience.
Knowledge and Skills:
Requires thorough knowledge of office practices, procedures, and equipment, including filing systems, receptionist and telephone techniques, bookkeeping, and letter & report writing.
Must have thorough knowledge of those activities associated with record keeping, staff administration, and confidential record keeping.
Requires thorough knowledge of proper English usage, grammar, spelling, punctuation, and basic math skills.
Must be skilled using various standard office machines, including personal computers, spreadsheet, database, and desktop publishing applications.
Requires good organizational, planning, customer relations and communications skills.
Abilities:
Must be able to independently perform the duties of the position efficiently and effectively.
Must be able to coordinate and perform office and clerical work with speed and accuracy.
Requires the ability to use PC skills to prepare a variety of written materials following standards and established criteria.
Must be able to learn, interpret, explain, and apply knowledge of college and department organization, operations, programs, functions and special department terminology.
Requires the ability to plan, organize, and prioritize work in order to meet schedules and timelines.
Requires the ability to assist in the coordination of staff in a manner that encourages high morale and efficiency.
Requires the ability to revise and maintain established procedural systems and controls and establish work priorities.
Must be able to communicate with students, staff, vendors, and community members using tact, diplomacy, and courtesy.
Must be able to work respectfully with individuals of all cultures, backgrounds, perspectives, and abilities.
Preferred Qualifications:
One-year prior experience at the college is highly preferred.
An AA/AS degree in business, administrative assistant, or a related area is preferred.
Must be certified to operate forklift prior to use of forklift.
Prefer knowledge of the methods and procedures used in the purchasing of supplies and equipment and oversight of department purchasing budgets.
Prefer knowledge of maintenance management software and a basic understanding in the use of 2-dimensional AutoCAD design software.
Prefer knowledge of Banner software, college operations, policies and procedures.
Physical Requirements and Working Conditions:
Physical Skills and Abilities:
Learned physical skill is required to perform keyboarding with ten-key functions. Position involves occasional walking, bending, standing, kneeling, reaching below and above shoulders, and lifting objects weighing up to 30 lbs. while performing job duties.
Working Conditions:
Work is normally performed in an office setting with frequent interruptions. Occasionally required to perform work throughout campus and in the central storage area in coordination of signage and surplus disposal.
Essential Duties:
Provides administrative support to facilities staff and the public. Prepares spreadsheets for a large variety of uses including day-to-day employee job tasks and tracking reports. Collaborates with facilities department leadership in process improvement and the development of new procedures and forms. Prepares reports, letters, documents, memos, forms, and permits.
Answers phones, takes messages, refers calls, and schedules appointments and meetings. Provides detailed information and assistance about the department and college procedures. Opens and distributes mail, maintains extensive department filing system, orders office supplies, makes copies, and monitors department key box and motor pool keys.
Assists in gathering/preparing department monthly expenditures, and reconciles statements. Validates all department invoices and college utility bills, processing payments. Makes department purchases for the four areas within the department (maintenance, grounds, custodial and office) using P-card with designated purchase authority limits. Prepares purchase order requisitions. Serves as proxy for department P-cards, monitors accounts, and forwards receipts to accounting services.
Assists in gathering/preparing information for budget, assets, disposal of fixed assets/surplus property, major maintenance and capital projects. Prepares purchase orders, quotes, invoices, bills, accounts payable vouchers, and reimbursements. Develops budget reports, Researches budget discrepancies in accounting and confers with director and assistant director. Assists in corrections, realigning funds, preparing journal entries, redistributions or transferring funds as necessary. Prepares statistical reports as requested.
Serves as primary contact between Facilities and other College departments to coordinate and/or resolve problems, issues, processing work orders, responding to immediate needs or emergencies, and assuring continuity of work flow for facilities department employees.
Keeps campus blueprints, drawings, and maps organized on the server. Prepares archival records of all buildings and floor plans. Orders supplies from outside vendors as needed. Prepares project information, meets with contractors for walk through, obtains quotes/bids and schedules project work dates. Tracks purchase order expenditures to ensure quotes are not exceeded. Orders parts for projects as needed. Works with outside agencies as needed.
Oversees college-wide facilities work order requests, including serving as a central point of contact by phone or email. Enters work orders into the MaintainX facilities work order system. Issues weekly completion and open work order reports to facilities department management and staff. Monitors MaintainX for timely completion of jobs. Reports problems to supervisor.
Maintains department webpage in coordination with director, assistant director, and the College’s web steering team.
Assists with disposal of College fixed assets. Coordinates with facilities staff on items to be delivered, sorts furniture and equipment, maintains all records, forms, and follows appropriate procedures. Ensures delivery of items to be auctioned. Receives and disburses revenue monies to college departments. Maintains detailed accounting records of items sold, and revenue received. Relates any disposal charges to auditors for tracking sales of disposed items. Monitors fixed inventory asset tags for the department. Receives inventory report disburses to staff for tracking equipment. Responsible for collecting information for Annual Fixed Assets Inventory Report. Prepares necessary forms, noting changes or transfer of inventory items which includes major maintenance and capital project purchases. Records pertinent information as needed.
Provides support for a variety of personnel functions for the division, including ensuring proper and timely completion of employment paperwork, leave calendars, preparing payroll authorizations, resolving payroll problems and creating and processing time sheets. Generates and processes paperwork and time cards for personnel hired through temporary agencies. Communicates with agencies to ensure hours worked stay within college parameters.
Assigns, prioritizes, and monitors work of PTNC staff under Director and Assistant Director direction.
Prepares and distributes building directory and office sign inserts. Coordinates installation of wayfinding signs.
Monitors classroom and event scheduling system, downloads reports and provides to each facilities area to ensure services and HVAC are scheduled at the appropriate level.
May operate a forklift for unloading and loading of supplies and materials as needed.
Performs other related duties or special projects as assigned.
Applicant Instructions:
Please complete the online application and upload or attach the following required documents:
Resume
Cover Letter
List of 3 Professional References
Transcripts from institutions outside of the United States must be accompanied by an international credential agency evaluation. Click here for a list of agencies who perform these services.
U.S. Veterans must attach proof of Veteran Status to their application to qualify for veteran’s consideration.
Resources and Tips for Applicants:
Read about the Linn-Benton Community College recruitment process, tips and what to expect at this link.
View information about Accessibility in Recruitment and disability accommodations at Linn-Benton Community College at this link.
Proposed Start Date: 07/01/2025 Number of Days per Year 247 Days – Classified FTE Load
1.0 FTE
Full-time or Part-time Full-time, Fiscal Year (Contracted with Benefits) Number of hours/week: 40 Work Schedule: Regular; M-F Posting Date: 05/29/2025 Closing Date: 06/12/2025 Open Until Filled: No Salary Grade 16 Salary/Rate
$49,693 for a 247-day annual schedule, plus comprehensive benefits. Salary will be prorated for remaining days in the year.
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Title: Experience Administrative Assistant
Company: HOA Property Management Company
Location: Roseville, CA
