CLASSIFICATION TITLE: Administrative Support Assistant I
UNION CODE: R07
FT/PT: Full-time
PAY PLAN: 12-month
WORKPLACE TYPE: On-site (work in-person at business location)
ANTICIPATED HIRING RANGE: $3,505 - $3,700
- However, offer amount will be commensurate with candidate’s experience, education, skills, and training.
CSU CLASSIFICATION SALARY RANGE: $3,505 - $4,302
PAY BASIS: Monthly
BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more! See our benefits website for additional information.
CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants.
POSITION PURPOSE: The Southern San Joaquin Valley Information Center (VIC) is one of nine regional Informational Centers (ICs) in California. Together with the Office of Historic Preservation (OHP) and under the direction of the State of Historic Preservation Officer (SHPO) and the State Historic Resources Commission (SHRC), these offices comprise the California Historic Resources Information System (CHRIS). The purpose of the CHRIS is: 1) to manage an inventory of confidential historic resources records, reports, and maps, 2) to supply historical resources information to private and public sector, and 3) to provide educational support and information about historical resources in California to students and the general public.
Under direct supervision of the Dean of the School of Social Sciences and Education, and with daily lead direction from the VIC Coordinator, the Center Assistant is responsible for providing up to moderately complex clerical support to the VIC Coordinator. Primary duties include processing incoming confidential resource records and reports for integration into the physical and digital inventories, client assistance, and computer data entry of the inventory’s legacy physical documents.
DUTIES & RESPONSIBILITIES: Process New/Incoming Inventory Documents - Review new/incoming confidential resource record and report documents for completeness using well established CHRIS policies and procedures.
- Assign consecutive file numbers to reviewed resource record and report documents.
- Plot resource locations and report project area boundaries on 7.5’ USGS Topographic Quadrangle maps in ArcGIS using well established CHRIS policies and procedures.
- Enter select resource record and report document information into a standardized database using well established CHRIS policies and procedures.
- Scan resource records and report documents into PDF format and add files to the VIC digital inventory library.
- Create folders for hard copy resource records and report documents and add files to VIC physical inventory library.
Client Assistance - Answer phone calls. Provide answers to basic client questions when possible. Refer clients to VIC Coordinator for answers to complex questions or issues.
- Scheduling client appointments for in-house research.
- Assist in-house clients when possible, including pulling maps and files, answering basic questions, and photocopy machine assistance. Refer clients to VIC Coordinator for answers to complex questions or issues.
Data Entry for Physical to Digital Legacy Document Conversion - Verify/correct select resource record and report document information from legacy physical documents in a standardized database using well established CHRIS policies and procedures.
- Verify/correct plotted resource locations and report project area boundaries from legacy physical documents in ArcGIS using well established CHRIS policies and procedure.
- Verify/correct scanned resource records and report document sin PDF format and add files to VIC digital inventory library where needed.
REQUIRED QUALIFICATIONS: EDUCATION & EXPERIENCE - High school diploma or GED and one (1) year of recent (within five years) experience in an office environment.
SKILLS, KNOWLEDGE & ABILITIES (SKA’s) - - Regular and reliable attendance is required.
- Ability to learn office technology systems quickly.
- Knowledge and competence in Microsoft Office.
- Basic knowledge of applicable university infrastructure, policies, and procedures.
- Ability to use standard office equipment.
- Ability to use standard word processing and related computer software packages.
- Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
- Ability to perform basic mathematical functions.
- Fundamental writing and presentation skills to effectively communicate standard information.
- Ability to respond to routine inquiries and explain standard policies and procedures to others.
- Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
- Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
- Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
- Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
- Thorough knowledge of English grammar, spelling, and punctuation.
- Ability to interpret, communicate and apply policies and procedures.
- Ability to maintain a high degree of confidentiality.
- Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
- Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
- Working knowledge of or ability to quickly learn University infrastructure.
- Must be willing to travel and attend training programs off-site for occasional professional development.
- Must be able to work overtime, occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
PREFERRED QUALIFICATIONS: - College level course work in Anthropology and/or History.
- Previous experience with 7.5’ USGS Topographic Quadrangle maps.
- Previous experience with ArcGIS.
- Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
PHYSICAL DEMANDS: SEDENTARY WORK - involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.
SPECIAL CONDITIONS: SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position
. CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.
BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.
MANDATED REPORTER: Not Mandated GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.
EEO STATEMENT: California State University, Bakersfield is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.
Advertised: Aug 01 2024 Pacific Daylight Time
Applications close: Aug 15 2024 Pacific Daylight Time
Closing Date/Time:
