Office Support Coordinator (Administrative Support Coordinator I), Palm Desert Campus
Office Support Coordinator (Administrative Support Coordinator I), Palm Desert Campus
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1 Vacancy
Job Description
Job Summary:
Performs a full range of routine administrative and clerical support duties related to cash handling cashiering student accounts and student records. Provides support with procurement processes purchase requisitions accounts payable and general accounting functions. Assists with front office operations and serves as a point of contact for daily administrative needs.
Responsibilities:
Procurement Services:
Coordinate the purchasing and payment processing of requisitions ensuring all supporting documentation is prepared and submitted to support the issuance of the purchase order.
Maintain record of all active requisitions purchase orders and invoices. Performs collaboratively with the budget analyst to resolve any outstanding issues for the Palm Desert campus budget office.
Process software approvals (security review forms) Independent Contractor Requests (ICRs) and unauthorized purchase requests (UPEC forms) in compliance with established procedures.
Reconcile all pending invoices related to purchase orders to ensure payment approvals are completed and submitted to Accounts Payable in accordance with the terms of the purchase order.
Provide one-on-one training of best practices for new users.
Works with vendors and contractors to address outstanding balances due non-payment and non-performance issues.
Collaborates with the San Bernardino Procurement Office and Accounts Payable as it relates to requisitions purchase orders and payments.
Make payment inquires when necessary.
Assist the operations contact and Procurement Office in obtaining competitive quotes or bids and in collaborating the renewal or creation of annual requisitions.
Verify accuracy for all hospitality expense requests and payment.
Order general office supplies through Staples Advantage or other campus approved systems such as CSU Buy and submit routine requests for new or replacement name badges and business cards for Palm Desert staff in accordance with established procedures.
Customer Service:
Share responsibility for customer service liaison duties at the Palm Desert Campus (PDC) delivering routine support and assisting with general inquiries.
Use reasoning and judgment to provide high-quality customer service in person and by phone to CSU staff faculty students guests and the public-at-large.
Distribute and track student staff and faculty checks.
Print copies of unofficial transcripts for students.
Maintain an organized and orderly front office and reception area.
Cashiering:
Comply with CSUSB cash handling procedures; handle cash and cash equivalents process payments and prepare deposits.
Update courier log if applicable. Coordinate courier service.
Provide students with account information (Student Financial Services)
Process student tuition payments.
Timekeeper:
Review employee balances and send absences back for correction as needed. Ensure approvals are completed by the Validator by payroll deadlines and run audit absence reports.
Run and complete student listings to ensure student timesheets are paid on time.
Create and distribute daily attendance list for campus
Parking:
Assist in collecting required paperwork and supporting documentation for defensive driving and distribute defensive driving cards to PDC employees.
Schedule courier between Parking Services and PDC as needed.
Prepare Parking Services kiosk deposits.
Other Classification-Related Duties as assigned
Minimum Qualifications: Required Education and Experience:
High School diploma or its equivalent AND three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
Required Knowledge Skills and Abilities:
Experience to be fully functional in all technical aspects of work assignments.
Thorough detailed knowledge of applicable university infrastructure policies and procedures.
Thorough knowledge of English grammar punctuation and spelling.
Thorough knowledge of office systems and ability to use a broader range of technology systems and packages.
Ability to independently handle multiple work unit priorities and projects.
Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
Working knowledge of budget policies and procedures.
Ability to perform standard business math such as calculate ratios and percentages track financial data and make simple projections.
Ability to draft and compose correspondence and standard reports.
Ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.
Preferred Qualifications:
General accounting cash handling experience and Peoplesoft.
Compensation and Benefits:
Anticipated Hiring Range: minimum $3864 - maximum $4048 monthly.
Classification Salary Range: minimum $3864 - maximum $6072 monthly.
The salary offered will take into account internal equity and experience among other factors.
The CSU system provides a comprehensive benefit package that includes medical dental and vision plans membership in the California Public Employees Retirement System (CalPERS) sick and vacation time and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.
Position Information:
Full-time/Non-Exempt/Probationary
Academic year schedule: Monday through Friday (8:00 am 5:00 pm) some evenings/weekends.
Summer schedule: Monday through Thursday (7:00 am - 5:30 pm) some evenings/weekends.
The application deadline is: Sunday August 10 2025.
As of January 1 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
California State University San Bernardino is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).
Conditions of Employment
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.
I-9
CSUSB hires only individuals lawfully authorized to work in the United compliance with federal law all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at of Commitment to Diversity
In our commitment to the furthering of knowledge and fulfilling our educational mission California State University San Bernardino seeks a campus climate that welcomes celebrates and promotes respect for the entire variety of human experience. We welcome people from all backgrounds and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create promote and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
California State University San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit hire train and administer all personnel actions without regard to race ethnicity religion color caste national origin ancestry age sex gender gender identity gender expression sexual orientation socioeconomic status genetic information medical condition disability marital status protected military or veteran status or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination Sexual Harassment and Sexual Violence including Domestic Violence Dating Violence and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB please visit Statement:
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at
Smoking
CSUSB is a smoke and tobacco-free campus. See policy athttps:// Act
In compliance with state and federal crime awareness and campus security legislation including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act California Education Code section 67380 and the Higher Education Opportunity Act (HEOA) the Cal State San Bernardino Annual Security and Fire Safety Report is available at: Experience:
IC
Employment Type
Full-Time
Key Skills
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