Office Assistant 3 - Spokane, United States - Spokane Community College

Description

Starting salary for this position is: $16.90 (Hourly)

Employees starting at the entry step of this range receive salary step advancement after six months and every 12 months thereafter.

If an employee starting at anything higher than the entry step of the range, will have salary step advancement after 12 months and salary step advancement every 12 months thereafter until they reach the top of the salary range.

Each salary step advancement will be approximately a 5% increase in salary.

Community Colleges of Spokane (CCS) District Equity Statement

CCS believes that access to high-quality education in a safe and inclusive environment is the right of all individuals and imperative for the continued advancement of a strong democracy and workforce.

We also believe higher education institutions have an obligation to work toward and demonstrate progress in ensuring equity amongst their students, faculty, and staff.

Equity is grounded in the principle of fairness.

In higher education, equity refers to ensuring that each student receives what they need to be successful through the intentional design of the college experience.

Spokane Community College (SCC) is a beautiful campus located in the inland Pacific Northwest, on the ancestral home of the Spokane Tribe, near the Spokane River.

Our campus is not far from the urban center of Spokane, a mid-sized city with a high quality of life and quick access to the outdoors.

See our website for more information about living and working in Spokane.

SCC is one of two accredited community colleges that comprise the Community Colleges of Spokane (CCS).

Serving about 15,000 students, SCC endeavors to be an educational leader and a responsive partner with the community and region, offering access to relevant programs of the highest quality.

We offer state-of-the-art career technical programs (approximately 50% of total enrollment) as well as liberal arts/transfer programs (about 25%) and basic education for adults (about 25%), In addition to serving the urban and suburban population in greater Spokane, CCS provides educational services to rural communities throughout a 12,302 square mile region in Eastern Washington.

This region includes all of Spokane, Stevens, Whitman, Ferry, and Pend Oreille Counties as well as portions of Lincoln County.

SCC's mission is to provide all students with an excellent education that transforms lives and expands their opportunities.

Applications will be forwarded to the hiring official as they are received and accepted until the need is filled.

The Community Colleges of Spokane is seeking a highly motivated and qualified individual for the position of Office Assistant 3 in the SCC Counseling Division.

JOB SUMMARY

Under general supervision of the Associate Dean of Student Success and Workforce Transitions, the Office Assistant 3 (OA3) provides front desk support in the Counseling Center, receives students and visitors, answers phones and responds to inquiries about counseling services.

This position receives and responds to voicemail and email messages, maintains counselors' calendars and schedules appointments.

The OA3 performs other office support functions such as ordering office supplies, reconciling purchase card (p-card) transactions, obtaining travel authorizations and preparing expense reimbursements for the counselors and preparing purchase orders.

Further, this position maintains electronic files and keeps the Counseling Department Procedures Manual current.

The OA3 coordinates repairs and maintenance needs for the Counseling Center including requests for Work Orders and Building Improvement Requests.

The OA3 will provide back-up support to other front office staff in times of absences or vacancies and will assist in any projects assigned by the supervisor or requested by the counselors.

This is a non-permanent, hourly position.


CHARACTERISTIC DUTIES AND RESPONSIBILITIES

• Provide general office and administrative support to the Counseling Center.

Serve as the first point of contact at the front desk of the Counseling Center and receive students and visitors at the center:
respond to inquiries and triage problems; schedule counseling appointments and maintain calendars.

• Answer phones and retrieve voicemail messages and email messages and respond appropriately.
• Schedule conference rooms within the Counseling Center. Maintain equipment and supplies in the conference rooms and maintain a sufficient level of office supplies, and order supplies as necessary for the Counseling Center.
• Prepare purchase orders, travel authorizations and expense reimbursements for counseling staff, and maintain records in accordance with the college retention plan.
• Resolve problems and respond to inquiries regarding rules, regulations, policies, department procedures, and department services.
• Review documents, records, or applications for completeness, accuracy, and compliance with rules; determine and explain action necessary to achieve compliance or approval.
• Compose office correspondence such as requests for documentation and responses to requests for information; devise, evaluate and revise forms for internal use.
• Perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet, and database files, uploading/downloading, and creating footnotes and outlines; use spreadsheet and database software to develop and maintain records; use graphics software and recommend appropriate display of information.
• Model professional decorum and mutual respect in all personal interactions.
• Comply with district policies, procedures and directives, state and federal regulations, orders and statute and collective bargaining agreements.
• Support and advance the CCS strategic plan, and perform other duties as assigned.
• Indicates this is an essential duty.

This position is eligible for bargaining unit representation.


COMPETENCIES & OTHER REQUIREMENTS


COMPETENCIES

• Action Oriented
• Optimizes Work Processes
• Ensures Accountability
• Drives Results
• Collaborates
• Values Differences
• Communicates Effectively
• Instills Trust
• Demonstrates Self-Awareness
• Self-Development
• Nimble Learning
• Situational Adaptability

Learn more aboutour competencies.


MINIMUM QUALIFICATIONS

• High School diploma or equivalent.
• Proficient in spelling, punctuation, sentence structure and grammar.
• Excellent verbal, written, and interpersonal communication skills.
• Working knowledge of general office equipment.
• Experience using computers and spreadsheets, database and word processing software {prefer Microsoft Office).
• Ability to use a multi-line phone system.
• Ability to effectively organize multiple work assignments, involving competing priorities, to produce work products that are accurate, of high quality and meet deadlines.
• Proofreading and filing skills.
• Ability to handle constant interruptions.
• Ability to maintain a high level of confidentiality.
• Basic math skills.
• 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, objectives and strategic plan of CCS.
• The ability to perform assigned duties in a manner consistent with applicable laws, regulations and goals of the institution, and community and technical college system.
• Demonstrated commitment to fostering and supporting a teaching, learning and working environment that honors diversity, equity and inclusion.

DESIRED QUALIFICATIONS

• Associate degree or higher from an accredited institution.
• Two or more years of increasingly responsible clerical experience in an office, secretarial, bookkeeping, accounting, or general administrative support environment, or equivalent.
• Prior experience in a customer service environment assisting students and/or clients.
• Prior experience with calendar management software such as Calendly or Microsoft Bookings.

CONDITIONS/TERMS OF EMPLOYMENT

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 a position, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

PHYSICAL REQUIREMENTS

• Work is performed in a semi-open office environment.
• Work is sedentary in nature.
• Frequent use of computer and exposure to terminal screens.
• Work with frequent interruptions and background noise.
• Work directly with students/clients.
• Move up to 25 lbs. occasionally.
• Occasional kneeling, stooping, crouching, crawling, and climbing.
• Frequent repetitive hand/wrist motions and finger manipulation.
• Frequent repetitive reaching, grabbing, and stretching.
• Frequent oral and auditory communication with others.

CONDITIONS OF EMPLOYMENT

• Non-permanent, hourly position.
• Work schedule will be determined by the supervisor.
• This position is overtime eligible.
• Criminal background check is required.

REQUIRED APPLICATION MATERIALS
To qualify for consideration, applicants must meet required competencies andsubmit a complete application packet, which includes the following:

• CCS online application.
• Cover letter addressing your qualifications relevant to the responsibilities of this position.
• Resume.
• References - the names, addresses, and phone 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.

If you require an accommodation during the application or interview process, please contact HR at

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, pregnancy related conditions, 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.

Direct all inquiries or grievances regarding access and Title IX or ADA to:

Amy McCoy | Chief Compliance Officer

Title IX and ADA Coordinator

Community Colleges of Spokane

2917 W. Whistalks Way, MS 3027

Spokane, WA

Direct all inquiries regarding equal opportunity compliance and/or grievances to:

Greg Stevens | Chief Strategy and Administration Officer

Community Colleges of Spokane

P.O. Box 6000, MS1004

Spokane, WA

Native Land Acknowledgement

We are honored to acknowledge that the Community Colleges of Spokane, and our main campuses for Spokane Falls and Spokane Community College, are located on the traditional and sacred homelands of the Spokane Tribe.

We also provide services in a region that includes the traditional and sacred homelands of theCoeur d'Alene Tribe, Confederated Tribes of the Colville Reservation, Kalispel Tribe and Nez Perce Tribe.

We pay our respect to tribal elders both past and present as well as to all Indigenous people today. This land holds their cultural DNA, and we are honored and grateful to be here on their traditional lands.

We give thanks to the legacy of the original people and their descendants and pledge to honor their stewardship and values.