Administrative Assistant Permit Tech (On-site)

The University of California, Merced is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. The full hourly range for the position is Step 1:$27.17/hr. - Step 17: $38.61/hr. The hourly range the University reasonably expects to pay for this position is Step 1: $27.17/hr.

This posting will remain open until filled with initial applicant review expected to be on or around January 2, 2025.

This union position is represented by the bargaining unit Clerical & Allied Services - CX Teamsters Local 2010.

Remote/Hybrid eligibility: This position is fully on-site.

Please note: This position is Career contingent upon funding with an expected end date of 12/31/2027.

The University of California, Merced, is the newest of the University of California system's 10 campuses and one of the youngest universities to be designated an R1 research university. With approximately 9,100 undergraduate and graduate students, UC Merced is a smaller, more intimate campus compared to its sister campuses, while equipped and staffed as a cutting edge, 21st century research institution. With bachelor's, master's and doctoral degree programs, strong research and academic partnerships and a growing community in the heart of the San Joaquin Valley, the UC Merced campus is continually evolving and requires talented, knowledgeable and dynamic educators, researchers, management and staff.

Ranked in the top 30 among the best public universities in the nation by U.S. News and World Report and #1 for social mobility by the Wall Street Journal, UC Merced is uniquely equipped to provide world class educational opportunities to dynamic and enterprising students in the Valley and throughout the state. In partnership with UC San Francisco, UC Merced has launched a rigorous medical education program that will supply the Valley with culturally competent providers dedicated to improving local access to quality care. The campus enjoys a special connection with nearby Yosemite National Park, is on the cutting edge of sustainability in construction and design and is accelerating the continued economic development of the region.

Performs and/or supervises one or more general and specialized clerical and administrative services essential to the operation of all University departments; and perform other related duties as required. The AA Permit Tech is an administrative assistant position serving as administrative support for Fire Marshal and Building Safety Programs. Under general direction works on operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. Understands implications of work and makes recommendations for solutions. Determines methods and procedures for new assignments.

KEY RESPONSIBILITIES

• The position will receive and review FABS permit applications and plans for the capital projects; verify that the project has all necessary approvals; verify professional and contractor licensing; follow all steps of plan review intake, return plans that are approved and/or rejected, and follow with the designated contact that plans are ready to be picked up; track plan applications from submission until approved; log and schedule inspection requests for the capital projects; assist with the preparation of Certificate of Occupancy as required; work with program-specific software such as Citizenserve, EZPlan Review, and Procore, manage spreadsheets often with multiple worksheets, perform data entry, maintain records and prepare reports as required; scan documents for storage in electronic content to the database(s); proofread, edit reports and other written documents for spelling, grammar, punctuation and document content; provide analysis of potential problem areas requiring some basic knowledge of Fire and Building Safety program elements and operational principles. Upload all RFI, submittals and plans for the capital projects into FABS database and print necessary documents as needed for FABS review/approval.

• Coordinate and schedule meetings, special events and fire system impairment permits through complex calendaring; create agendas and take meeting minutes; coordinate UCM personnel travel arrangements; prepare inter-office and outside department/agencies plan transmittal and letters of correspondence, presentation and training materials; review, process and submit travel expense claims, procurement card purchases and invoice processing in line with UCM policies and procedures; inventory general office supplies/equipment and submit replenishment purchase requests for supplies and equipment as necessary; coordinate with UCM Facilities Management and Office of Information Technology for office spaces and equipment maintenance repairs.

• Position is required to function independently and work with minimal oversight including performing multiple tasks, prioritize workload as deadlines quickly shift and maintain confidentiality; assisting with all departmental outreach such as training and/or tabling events, preparing hand-out materials, maintaining the marketing event calendar and reserving tabling locations. Working with campus partners regarding projects and other discussions as necessary.

• Works with department management to provide updates/review/revision of department website(s) as necessary in order to better communicate with campus community. Other duties as assigned.

EDUCATION and REQUIREMENTS

• High school diploma and/or equivalent certification/experience/training.

• Three (3) years administrative/clerical work experience, or the equivalent years of work experience which have led to the development of the skills, knowledge, and abilities essential to the successful performance of the duties assigned to the position is required.

CRITICAL KNOWLEDGE AND SKILLS

• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.

• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.

• Possess knowledge of UCM student hiring practices and preparing student employee performance evaluations. (Preferred)

• Possess experience maintaining confidentiality related to secure document storage and the confidentiality of their content. (Preferred)

Background check required.

How to Apply:
An online application is required for each position to apply.The University of California, Merced is aware that some web-based application processes may be cumbersome for differently abled applicants. Where appropriate, alternative accommodations will be provided. For applicants with disabilities who need additional assistance using TAM, or reasonable accommodations during the interview or search process, please contact ucmjobs@ucmerced.edu.

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

Equal Employment Opportunity:
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy.

Smoke and Tobacco Free Policy:
The University of California, Merced is a smoke and tobacco free workplace. Information and the Smoke and Tobacco Free policy is available at http://smokefree.ucmerced.edu.

E-Verify:
All employers who receive Federal contracts and grants are required to comply with E-Verify, an Internet-based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA). E-Verify electronically verifies employment eligibility by comparing information provided on the I-9 form to records in the DHS and SSA databases. Certain positions funded by federal contracts/subcontracts requires UC Merced to notify job applicants that an E-Verify check will be conducted and the successful candidate must pass the E-Verify check.

Pay, Benefits & Work Schedule:
For information on the comprehensive benefits package offered by the University of California visit: http://ucnet.universityofcalifornia.edu/compensation-and-benefits/