Position: Administrative Assistant (Temporary) Organization: Foothill - De Anza Community College District (Los Altos Hills, CA 94022) Seniority Level: Experienced Employment Type: Temporary (Full-Time, hours 8:30 - 5:00pm with an inclusive 30-minute unpaid lunch break) Job Function: Administrative Industries: Higher Education Salary: $20.00 - $28.00 per hour depending on experience
JOB SUMMARY: The Department of Purchasing, Contracts and Risk Management is seeking an Administrative Assistant for a temporary assignment of approximately six months through December 31, 2019 and potentially longer, and may result in a subsequent permanent recruitment for this position. The Purchasing Department is located at the Foothill College Campus, and provides purchasing services in support of Foothill and De Anza College requirements.
The Administrative Assistant will assist the Director and buying team. This individual will be in charge of the front desk and should be outgoing, articulate and self-motivated. Responsibilities include but not limited to the following:
Answer telephone calls and schedule meetings on Outlook
Opening, sorting and distributing mail
Printing incoming requisitions and reviewing to determine previous buyer assignment if applicable for director review and assignment. Updating requisition on Banner to indicate buyer assigned and distribute to buyer for processing.
Create requisitions on Banner System for department requirements and prepare invoices for submission to Accounts Payable for payment.
Run Banner System Reports for management as required.
Assist customers with inquiries regarding status of requisition or purchase orders.
Assist with Certificate of Insurance from vendors, and facilitate requests from District Staff for Certificate of Insurance for District projects/programs.
Coordinate the District Volunteer Program and work closely with Campus Police on the required livescan/ fingerprint clearance.
Assist with DMV Driver Record Release Forms, and enrollment in DMV Employer Pull Notice Program of District Staff driving District vehicles.
Assist with updates to Purchasing Forms and Contract templates, converting Word or PDF files to fillable forms etc.
Maintain the Department website and update as appropriate
Track staff absences on group calendar and review staff timecards for accuracy prior to Director review.
Prepare invoices for payment
Other duties as assigned.
At least one year related work experience
Ability to prioritize and multitask in a fast-paced office,
Strong computer skills including Microsoft Word and Office Suite
Excellent verbal, written and interpersonal/customer service skills
Detail oriented, and willingness to learn and grow within the organization
If you are interested in this position and meet the requirements, send your resume toPurchasing@fhda.edu
Located in the heart of Silicon Valley, Foothill-De Anza serves the communities of Cupertino, Los Altos, Los Altos Hills, Mountain View, Palo Alto, Stanford, Sunnyvale, and portions of San Jose.For more than 50 years, Foothill-De Anza has demonstrated excellence and innovation in academic programs and student services. As one of the largest community college districts in the United States, Foothill-De Anza provides credit classes for about 64,000 students a year. The colleges are active members of the League for Innovation in the Community College, a national consortium of leading two-year institutions.