Office Assistant 3 - Pool

Community Colleges of Spokane - Spokane, WA (17 months ago)

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DESCRIPTION

Community Colleges of Spokane is accepting applications to develop an applicant pool to provide supervisors with candidates for Office Assistant 3. Positions may be located at various sites in Spokane County for Spokane Community College (SCC), Spokane Falls Community College (SFCC), or CCS District Administration. Positions may be full or part-time (50% or more) and between nine to twelve months annually, however the majority of these positions are 100%, 12-months.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES
Under general supervision, independently perform a variety of complex clerical projects and assignments such as preparing reports, preparing, reviewing, verifying and processing fiscal documents and/or financial records, composing correspondence such as transmittals and responses to frequent requests for information, establishing manual or electronic recordkeeping/filing systems and/or data base files, and responding to inquiries requiring substantive knowledge of office/departmental policies and procedures. Positions may perform specialized complex word processing tasks in a word processing unit or complex rapid data inquiry and/or entry functions.

Assignments and projects are of a complex nature. Independent performance of complex clerical assignments requires substantive knowledge of a variety of regulations, rules, policies, procedures, processes, materials, or equipment. Problems are resolved by choosing from established procedures and/or devising work methods. Guidance is available for new or unusual situations. Deviation from established parameters requires approval. Work is periodically reviewed to verify compliance with established policies and procedures.

Positions typically provide work direction to lower level staff and may assist in training new staff.

EXAMPLES OF WORK
Resolves problems and responds to inquiries regarding rules, regulations, policies, department procedures, and department services; answers telephone; receives and refers visitors.
Reviews documents, records, or applications for completeness, accuracy, and compliance with rules; determines and explains action necessary to achieve compliance or approval.
Composes office correspondence such as requests for documentation and responses to requests for information; devises, evaluates and revises forms for internal use.
Reviews and verifies fiscal reports for accuracy; investigates and corrects errors to ensure compliance with established procedures and policies; uses basic arithmetic to perform computations.
Establishes and maintains complex electronic or manual file systems or data base files.
Prepares or assists in the preparation, compilation, and coordination of reports and records such as financial, payroll, labor distribution, equipment usage, purchasing, inventory, personnel, scheduling, registration, and testing.
Compiles and produces material such as financial statements, manuscripts, schedules, test materials, engineering/construction reports, and technical and statistical reports requiring specialized knowledge and judgment in selection and treatment of data and format; prepares, tables, charts and graphs as required.
Performs complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet, and data base files, uploading/downloading, and creating footnotes and outlines; uses spreadsheet and data base software to develop and maintain records; uses basic statistical software packages; performs simple computer inquiry programming; uses graphics software and recommends appropriate display of information.
Orders, receives and maintains inventory.
May assist in studies, surveys and the preparation of reports by gathering and computing numerical information; draft for supervisor's review narrative interpretation of information to be included in reports; review reports for clarity and accuracy; refer questionable data or narrative to supervisor for clarification.

COMPETENCIES & OTHER REQUIREMENTS

REQUIRED COMPETENCIES (Minimum Qualifications)

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 and possess proper phone etiquette skills.
Ability to multi-task in a fast paced environment.
Ability to prioritize multiple tasks meeting multiple deadlines.
Customer service experience.
Proofreading and filing skills.
Ability to handle constant interruptions.
Ability to maintain a high level of confidentiality.
Basic arithmetic 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 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.
A demonstrated understanding and value for the contributions that a diverse workforce can make to the success of the organization and the students we serve.

PREFERRED COMPETENCIES (Desired Qualifications):
Varies from position to position based on departmental needs.

  • Candidates selected for interviews will be provided with a job description for the specific position.
CONDITIONS/TERMS OF EMPLOYMENT

PHYSICAL ELEMENTS

Work is sedentary in nature. Frequent repetitive hand and wrist motions. Frequent use of computer and exposure to terminal screens in performing work assignments. Frequent need for oral and auditory communications. Occasionally kneel, stoop, crouch, crawl, reach, and lift up to 25 lbs. in an office environment.

SALARY RANGE AND WORK HOURS
Beginning monthly salary of $2,658 per month (Range 34) with annual increments based on seniority to $3,511 per month. Salary will be prorated for positions less than 100%. Work Schedule: Monday through Friday; 8 hours per day; 40 hours per week; 12 months per year or adjusted as needed for positions less than 12 months and/or less than full-time (100%). These positions are a regular scheduled work period designation with a six (6) month probationary (may be extended to 12 month) or (6) month trial service period as appropriate. Incumbents are eligible for overtime compensation at the rate of time and one-half for additional hours of work directed by the supervisor over 40 hours/week.

CONDITIONS OF EMPLOYMENT
Persons 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. In addition, CCS maintains a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. New employees must be able to successfully work in and promote a multicultural work and educational environment. Requires Criminal background check. If using personal vehicle for travel, proof of driver's license and car insurance required. Applications will be considered for openings for four months from the receipt of the application.

This position is designated a bargaining unit position and union membership is no longer a condition of employment.

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 including supplemental questions.
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 to be included as an attachment 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.
Medical, dental, life and long term disability insurance benefits are provided as currently administered under Public Employees Benefits Board; WA State Retirement Plan; vacation and sick leave begin to accrue at the rate of one (1) day per month, upon employment. (For positions that are less than full time, leave accruals will be prorated to the percentage of the position.) This position is designated a bargaining unit position and union membership is no longer a condition of employment.