Los Angeles Community College District

Facilities Assistant (#2449)

$26.39-$32.69 hourly / $4,573.92-$5,666.30 monthly / $54,887.04-$67,995.60 annual


Definition

Performs a variety of paraprofessional staff duties in a plant facilities department at a college, which includes processing various documents related to facilities planning and construction projects, programs and budgets.

Typical Duties

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

Prepares and processes informal bidding documents for construction projects.

Interprets and explains rules, regulations, policies, and procedures related to construction contracts to college staff, prospective bidders, and representatives from other agencies.

Answers inquiries from District staff and contractors regarding account balances, expenditures, and other related matters involving construction projects.

Inputs, distributes, and tracks work orders for maintenance projects using a computerized work order system.

Makes inquiries with vendors and solicits bids for goods and services.

Processes invoices for construction contracts and professional services agreements.

Prepares and processes purchasing documents for maintenance projects.

Monitors and maintains various construction project accounts including funding source and timelines.

Processes payroll and personnel documents for the assigned office.

Prepares correspondence, reports, and memoranda involving the work of the assigned office and may review and edit material, prepared by others, for accuracy and compliance with guidelines.

Searches records and obtains information and/or documents from offices and agencies such as the Los Angeles County Recorder's Office and the State Contractors' License Board.

Sets up and maintains office records, files, and other information of the assigned office.

May assist in the disposal of outdated or old equipment for a college.

May provide work direction and training to assigned clerical staff.

Performs related duties as assigned.

Distinguishing Characteristics

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.

 

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.

 

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 College Facilities.  Work direction may be exercised over assigned clerical staff.

Class Qualifications

Knowledge of:

Policies, regulations, procedures, and precedents applicable to 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 for facilities work requests and projects

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

Organization and use of records and files

Skill in:

Use of computer equipment

Ability to:

Perform difficult clerical and technical assignments independently

Organize and coordinate the preparation and execution of assigned projects

Understand, interpret, apply, and explain District rules, guidelines and procedures related to construction contracts

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

Effectively communicate orally and in writing

Write clear and effective reports, correspondence and informational materials

Meet schedules and time lines

Train and provide work direction to others

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 two years of full-time, paid experience in applying policies and processing documents related to clerical accounting, purchasing, and contracts. Qualifying experience must have also included providing extensive customer service.

OR

B. Graduation from high school or its equivalent AND four years of full-time, paid experience with the Los Angeles Community College District which included two years of full-time, paid experience in applying policies and processing documents related to clerical accounting, purchasing, and contracts. Qualifying experience must have also included providing extensive customer service. 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.

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: 2449; EST: ; REV: 7/24/2019;