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Assistant Office Manager at University of California - Santa Barbara

Posted in Other 30+ days ago.

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Type: Full Time
Location: Santa Barbara, California





Job Description:

Job Number
20180097

Number of Hires
Single Hire

Job Open Date
03-05-2018

Job Close Date
Open Until Filled

Primary Consideration Date for Open Until Filled
03-19-2018

Additional Deadline Information

Title Code
4723

Payroll Title Name
BLANK AST 2

Working Title Name
Assistant Office Manager

Department Profile (Specific Information about department/program):
Don't miss this opportunity! Come Join our team at De la Guerra Dining Commons. Great medical, dental, vision and retirement benefits. We also offer paid vacation, sick leave and holidays.

Department Code-Name
FDSD-R & Dh De La Guerra

End Date/Contingencies for Grant Funding

FOC (Federal Occupation Code) Sub-Code
DA-Clerical/Administrative

FOC (Federal Occupation Code)
D-Clerical (e.g., Admin Asst, Library Asst)

Advertised Range Min (full time equivalent)

A little help* Go to Salary Scales 18.91

Advertised Range Max (full time equivalent)
22.46

Advertised Range Rate Type
Hourly

Other Advertised Salary Range Comments
$18.91-$22.46/hr.

Percentage of full-time
100%

Days
Mon - Fri (may vary in the summer)

Hours
9 am - 5:30 pm

Appointment Type

A little help with Contracts* Go to Employment Agreements Career

Limited Appointment End Date

A little help* Go to General Information on Limited Appointments

Is this a NEW CAREER position*
No

Summary of Job Duties
(Note: This summary will be used for keyword search) Helps in the coordination of administrative services for a dining commons with 40-45 career staff and 120-170 student staff who prepare and serve meals for up to 2,400 customers daily and has an annual budget of up to $5 million. Duties include hiring, payroll and benefit transactions for student staff, running all CBord Menu Management System reports, using the KRONOS timekeeping system to schedule student staff and troubleshoot payroll problems and assisting with the training of student office assistants. Serves as a backup in the absence of the Office Manager.

Minimum Requirements
High school diploma or equivalent. Minimum two years experience working in office environment. Knowledgeable in Windows Word and Excel.

Desirable Requirements
Knowledge of UCSB Policies & Procedures & PPS

Special Conditions of Employment

A little help* Go to Driver's License Requirements or Background Check Guidelines Satisfactory completion of a fingerprint background check
Maintain a valid CA driver's license

Other Special Conditions of Employment
Work hours/days will vary.

Other Recruitment Notes

Optional Applicant Documents
Other Document (1)
Other Document (2)
Other Document (3)

Required Applicant Documents
Resume
Cover Letter

JOB DESCRIPTION

FLSA Exemption Status

A little help* Go to Exempt vs. Non-Exempt Employees Non-exempt

CBU (Collective Bargaining Unit)
CX - Clerical Unit (Teamsters)

ERC (Employee Relations Code)
E

Grade Type
Other

Grade Type

Grade Type

Grade Type

Grade Type

Grade
None

End Date for Other Appointment Type (e.g., Contract or 18-month Career)

Provision Number
FDSD0403

Type of Supervision Received

A little help* Go to Degree of Supervision Direction

Knowledge, Skills and Abilities

PHYSICAL REQUIREMENTS

Continuously=Activity occurs 66%
Frequently=Activity occurs 33% to 66%
Occasionally=Activity occurs Not Applicable=Activity does not exist

Stand
FREQ.

Walk
FREQ.

Sit
FREQ.

Bend
FREQ.

Crouch/Squat
OCCAS.

Kneel/Crawl
OCCAS.

Climb
OCCAS.

Reach above shoulder level
OCCAS.

Use keyboard/mouse
CONTIN.

Hand Activities: Fine dexterity
CONTIN.

Hand Activities: Hand twisting
CONTIN.

Hand Activities: Simple grasping
CONTIN.

Hand Activities: Power grasping
FREQ.

Other (please specify activity)

Frequency of Other Activity
N/A

Lifting Activities: Light lifting (
FREQ.

Lifting Activities: Moderate lifting (20-50 lbs)
FREQ.

Lifting Activities: Heavy lifting ( 50 lbs)
N/A

Push/Pull Activities: Light pushing/pulling (
FREQ.

Push/Pull Activities: Moderate pushing/pulling (20-50 lbs of force)
OCCAS.

Push/Pull Activities: Heavy pushing/pulling ( 50 lbs of force)
N/A

MENTAL REQUIREMENTS

Read/Comprehend
CONTIN.

Write
CONTIN.

Perform Calculations
FREQ.

Communicate Orally
CONTIN.

Reason and Analyze
CONTIN.

Other (please specify activity)

Frequency of Other Activity
N/A

ENVIRONMENTAL REQUIREMENTS

Is exposed to excessive noise
OCCAS.

Is around moving machinery
OCCAS.

Is exposed to marked changes in temperature and/or humidity
OCCAS.

Is exposed to dust
OCCAS.

Is exposed to fumes
OCCAS.

Is exposed to gases
OCCAS.

Is exposed to radiation
N/A

Is exposed to microwave
N/A

Drives motorized equipment
OCCAS.

Works in confined quarters
FREQ.

Other (please specify activity)

Frequency of Other Activity
N/A

JOB DUTIES

Total Percentage of Duties:100

4 Records

Order of
Imp Essen
Duty %
FREQ.
FUNCTION
DUTIES

1
Yes
30
Daily
TIMECLOCK SYSTEM MANAGEMENT
Performs necessary functions to accurately account for staff hours, upload to payroll and provide data for management reports. (Current timeclock system is named KRONOS)

* Inputs and monitors staff hours from computer to time clock.

* Inputs schedules for full time and student staff into the KRONOS System.

* Processes student staff payroll using an interface program.

* Analyzes all discrepancies and reconciles, updates employee schedules and pay rates.

* Assists in running weekly and monthly reports for payroll and labor reporting.

* Assists in tracking up to 170 casual employees' hours for reclassification, merit review, and overtime for monthly overtime reports.

* Prepares Work Study allotments for approximately 30 students per quarter.

* Prepares backups for all daily time records.
* Assists with training managers, student and career staff in accurate use of the KRONOS system.

2
Yes
30
Daily
MENU MANAGEMENT SYSTEM COORDINATION (MMS)

* Generates recipes and order sheets for the Production Department according to a weekly timeline using the Cbord Menu Management System.

* Prepares weekly menu using Excel; and coordinates distribution to appropriate departments. .

* Assists with the preparation of pre-cost and post-cost reports that determine whether or not the unit is operating within budget. Compiles information from both MMS and the campus ACCESS system.

The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.