Los Angeles Community College District

Senior Facilities Assistant (#2445)

$27.84-$34.49 hourly / $4,825.50-$5,977.94 monthly / $57,906.00-$71,735.28 annual


Definition

Performs a variety of paraprofessional staff duties in the Facilities Planning and Development department, which includes processing various documents related to the operational activities of the department as well as assisting in developing and implementing procedures for the processing of facilities related documents in a computerized project management system.

Typical Duties

Maintains liaison with and provides assistance to college facilities maintenance staff regarding implementation of budget controls, funding, bid specifications, change orders, administrations of various contracts, inspection, and close out of DSA and other projects.

Prepares and processes various operational documents such as Construction Contracts, Professional Service Agreements, Facilities Order Forms, Change Orders, Amendments, Notices of Completion, and Board items involving major District construction projects.

Prepares and processes formal bidding documents for major District construction projects.

Interprets and explains rules, regulations, codes, policies, processes, and procedures related to construction contracts to District personnel, prospective bidders, and representatives from other agencies.

Assists in the development of computerized project management systems to insure facilities related documents are executed and expenditures can be tracked.

Inputs "blended fund" project records in computerized project management system, tracking state and local funds when the project is managed by contract project management firms.

Assists in orienting staff of the college facilities departments on the use of facilities forms on a computerized project management system.

Creates, receives, verifies, inputs, and maintains computerized vendor forms.

Answers inquiries from college staff, contractors, and Surety/Bonding Insurance Agencies regarding project status, payments processed, expenditures, and other related matters involving major construction projects.

Prepares and processes invoices for payments for major construction contracts and professional service agreements.

Receives requests for services such as hazardous material removal, arranges for the services, and processes the invoices.

Monitors and maintains various construction project accounts on a district-wide basis including funding source and timelines.

Assists in the development of training manuals for bidding and contracting procedures and processes and participates in training sessions for college staff on this topic.

Prepares and processes property lease documents and use permits.

Obtains property space information and selects predetermined standards for lease agreements.

Maintains liaison with District staff, property owners, and the public regarding the leasing of facilities and use of District property.

Prepares correspondence, board reports, miscellaneous reports, bulletins, and memoranda in relation to assigned projects and may review and edit material, prepared by others, for accuracy and compliance with guidelines and procedures.

Searches records and obtains information and/or documents from offices and agencies such as the Division of the State Architect, the Los Angeles County Recorder's Office, the California Community College Chancellor's Office, and the State Contractors' License Board.

Prepares and processes purchasing documents for construction projects, and the facilities planning and development department.

Processes payroll and personnel documents for the assigned department.

Maintains an archive of blueprints and specifications for buildings of the District, including electronic vault, implementation, maintenance and assignment of project numbers, and checks out materials.

Provide work direction and training to assigned clerical staff.

Disseminates new laws, regulations, and procedures to the facilities planning and development staff as well as the colleges as they may effect project executions.

Sets up and maintains office records, contracts files, facilities lease files, and project files.

Attends various meetings on-site and off-site to answer questions about procedural matters relative to assigned areas of responsibilities.

Performs related duties as assigned.

Distinguishing Characteristics

A Senior Facilities Assistant provides paraprofessional staff assistance to the Facilities Planning and Development department at the District Office, which includes responsibilities for processing various documents related to District-wide facilities planning and major construction projects, programs and budgets as well as assisting in developing and implementing procedures for the processing of facilities related documents in a computerized project management system. Construction projects exceed $175,000. A working knowledge of facilities planning and development administrative procedures, codes, rules, and policies is continuously applied in performing the duties of this class.

A Facilities Assistant provides paraprofessional staff assistance to a plant facilities department, which includes responsibilities for processing various documents related to facilities planning and construction projects, programs and budgets. Construction projects processed by the office do not exceed $175,000. A working knowledge of administrative procedures, rules, and policies related to construction projects is continuously applied in performing the duties of this class.

An Administrative Assistant, Administrative Services, provides paraprofessional staff assistance to a Vice President, Administrative Services, in executing his/her administrative responsibilities over the areas of budgeting, purchasing, personnel, payroll, contracts, and other centralized administrative activities of a college. Use of computers and advanced software applications is an integral aspect of the duties.

An Administrative Aide applies a working knowledge of established procedures and policies in the areas of: budgeting, procurement and contracts, personnel, payroll, the production of a college’s schedule of classes and catalog, and other centralized administrative activities. Proficiency in the methods, procedures, and policies utilized in the Los Angeles Community College District is of greater importance than a broad knowledge of the general principles and practices of office administration. May perform lead duties. Use of computers and advanced software applications is an integral aspect of the duties.

Supervision

General supervision is received from the Director of Facilities Planning and Development or his/her designee. Work direction may be exercised over assigned clerical staff.

Class Qualifications

Knowledge of:

Policies, regulations, codes, procedures, and precedents applicable to major construction contracts

District policies and procedures related to general administrative and business transactions of the District

Organization and key staff of major operating units of the college and District

Computer software such as word-processing, spreadsheet, database management, and desktop publishing used in facilities planning and development

Computer systems used in facilities project management

Customer service techniques for public contact in person and on the telephone

Basic research methods

Report and business correspondence formats

Proper business English, punctuation, spelling, and grammatical usage

The basics of blueprint reading

Organization and use of records and files

Skill in:

Use of computer equipment

Ability to:

Organize and coordinate the preparation and execution of assigned projects

Understand, interpret, apply, and explain facilities planning and development administrative procedures, codes, rules, and policies

Effectively utilize computer software to design records, create and maintain files, manipulate data, format reports and publish final documents

Critically review source data, detect, and correct errors

Gather and compile data in written, tabular, and graphic form

Evaluate work methods and efficiency

Perform mathematical computations of moderate difficulty

Travel to off-site meetings

Effectively communicate orally and in writing

Write clear and effective reports, correspondence and informational materials

Meet schedules and time lines

Trains others in the practices and procedures pertinent to the office

Provide technical assistance to others

Establish and maintain effective relationships with administrators, staff, and the public

Maintain a variety of logs, files and records

Learn specialized software applications

Entrance Qualifications

Education and Experience:

A. An associate degree, or its equivalent, from a recognized college or university preferably with a major in computer applications and office technology (CAOT), business administration, or a related field AND four years of full-time, paid experience in providing administrative assistance in the construction field, which included processing documents related to construction or maintenance contracts.

OR

B. Graduation from high school or its equivalent AND two years of full-time, paid specialized clerical experience AND four years of full-time, paid experience in providing administrative assistance in the construction field, which included processing documents related to construction or maintenance contracts. College-level course work in computer applications and office technology (CAOT) or business administration, and experience in the use of computer equipment and software is desirable.

Special:

A valid Class “C” California driver's license is required.

Travel to locations throughout the District is required.

Reasonable Accommodations

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.

 


CLASS: 2445; EST: ; REV: 7/24/2019;