Office Assistant 3 – Environmental Sciences
SALARY: $2,738.00 Monthly
OPENING DATE: 12/23/20
CLOSING DATE: 01/25/21 04:00 PM
DESCRIPTION:
Please be aware that this recruitment closes at 4:00 p.m. PST. The application process will not be available after this time. To ensure consideration make sure your application is completed and submitted as soon as possible. Applications will only be accepted prior to 4:00 p.m. on the closing date.
Please note this recruitment is for a 10 month, 100% (40 hours per week) position.
The Community Colleges of Spokane is seeking a highly motivated and qualified individual for the position of Office Assistant 3 in the Health and Environmental Sciences Division at Spokane Community College.
GENERAL DEFINITION
Under general supervision of the Administrative Assistant to the Dean of Health & Environmental Sciences, this position will provide clerical support in the Spokane Community College (SCC) Environmental Sciences Department for the dean, faculty, supervisor, and students by processing: purchases and posting to departmental budgets, travel, agreements/contracts, departmental documents, building security and maintenance requests, meeting minutes, providing division advisory committee support, maintain electronic and manual file systems, and providing information to staff, students and the public.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES
Respond to inquiries in person, writing and on telephone regarding programs. *
Create correspondence, program brochures, forms and tracking documents. *
Order, receive, disseminate and research division purchasing, travel documents, internal requisitions, and supplies; maintain division procurement (purchasing/travel) bank cards e.g. collect receipts/invoices and complete review of charges in credit card system; and provide assistance to employees regarding inquiries in relation to these documents or processes. Process “approval to serve food” documentation and catering requests. *
Communicate with faculty to create, update, review, and track agreements/contracts, and room/class scheduling, or instructor schedules. Develop and maintain announcements or pictures regarding department’s programs on building’s television system. *
Assign and check office work study student tasks. *
Provide clerical support to the department chair for tracking of student and/or faculty documentation and assist in accreditation report preparation. Record minutes at meetings, such as, Advisory Committee, division, or department; transcribe and disseminate minutes as required. *
Provide assistance in the classroom, mailroom and workroom with equipment, faxing and copying; report building maintenance/HVAC/security needs; and maintain sufficient instructional supplies, such as paper, toner, pens, etc. *
Track Environmental Science department’s budget information and provide support to the department chair. Track/assign department’s van usage and provide van usage reports to department or others. *
Support and advance the CCS strategic plan, and perform related duties as required. *
Provide back-up to other division support staff by cross-training in their duties.
* Indicates this is an essential duty.
This position is designated a bargaining unit position and union membership is no longer a condition of employment.
COMPETENCIES & OTHER REQUIREMENTS:
REQUIRED COMPETENCIES (MINIMUM QUALIFICATIONS)
Experience with Outlook, Word, Excel, and Publisher (Microsoft Office).
Excellent verbal, written, and interpersonal communication skills.
Ability to prioritize tasks to meet multiple deadlines while handling constant interruptions.
Ability to complete projects with attention to detail and work independently in the absence of supervisor.
Ability to maintain a high level of confidentiality.
Customer service and professional phone etiquette skills.
Project a professional image of the department.
Ability to take meeting minutes; proficiency in spelling, punctuation, and grammar.
Acceptance of the responsibility to promote the welfare and best interests of students at all times.
A demonstrable understanding and acceptance of the mission, values, goals and objectives of CCS.
The ability to perform assigned duties in a manner consistent with applicable laws, regulations and goals of the institution, community and technical college system.
Demonstrated commitment to fostering and supporting a teaching, learning and working environment that honors diversity, equity and inclusion.
PREFERRED COMPETENCIES (DESIRED QUALIFICATIONS)
Associate degree or higher in Office Administration, Business Administration or related field from an accredited institution.
Two (2) or more years of office/customer service experience requiring frequent written and verbal communication with staff and the public.
Experience in higher education environment.
Working knowledge of office equipment and computers including ability to troubleshoot printer, copier, scanner and fax.
CONDITIONS/TERMS OF EMPLOYMENT:
TOTAL COMPENSATION: $39,698 (10 months).
Total compensation is an estimate based upon adding the following amounts together:
Base compensation, plus
Current employer-paid health and related benefit contribution rates, plus
Median retirement fund contributions.
The actual total will vary depending upon each employee’s enrollment choices.
Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H1-B visa. In addition, the Community Colleges of Spokane maintains a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment. Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position. Once an applicant is chosen for an interview, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.
PHYSICAL REQUIREMENTS
Work is performed in a normal, temperature-controlled office environment.
Work is sedentary in nature.
Frequent use of computer and exposure to terminal screens.
Visual focus and strain.
Work directly with students/clients.
Frequent repetitive hand/wrist motions and finger manipulation.
Frequent oral and auditory communication with others.
CONDITIONS OF EMPLOYMENT
Cyclic Schedule (10-months, 40-hours a week).
6-month probationary period; may be extended up to 12 months.
This position is overtime eligible.
Criminal background check required.
REQUIRED APPLICATION MATERIALS:
To qualify for consideration, applicants must meet required competencies and submit a complete application packet, which includes the following:
CCS online application.
Cover letter addressing your qualifications as applied to the responsibilities of this position. *
Comprehensive resume. *
Names, addresses, and telephone numbers of three professional references.*
College transcript(s) if applicable – unofficial/copies of transcripts are acceptable for initial application, official copies must be submitted upon acceptance of job offer.
NOTE: All of the above are required to ensure your consideration for this position. The item(s) marked with an asterisk are required attachments to your application prior to submission.
Community Colleges of Spokane does not discriminate in its programs, activities and employment on the basis of race, creed, color, religion, national or ethnic origin, age, sex, marital status, pregnancy, parental status or families with children, status as a mother breastfeeding her child, AIDS/HIV or hepatitis C, honorably discharged veteran status, sexual orientation, gender identity or expression, disability, use of trained guide dog or service animal by a person with disability, genetic information or any other legally protected category. Please direct all inquiries regarding compliance with access, equal opportunity and/or grievances to the Chief Administration Officer, Community Colleges of Spokane, 501 N. Riverpoint Blvd., PO Box 6000, MS 1004, Spokane WA 99217-6000 or call 509-434-5037; WA Telecommunication Relay Services (TRS) 1-800-833-6384 or 7-1-1.