Office Assistant 3 - Human Resources & Legal Affairs

Description

Columbia Basin College ('CBC' or the 'College') seeks an Office Assistant 3 (OA3) to perform a variety of complex and confidential office support activities for the Human Resources & Legal Affairs Division, including answering phones and directing calls, greeting and guiding staff, students, visitors and/or the general public, responding to questions and inquiries requiring substantive knowledge of office/departmental policies and procedures, and performing routine clerical, data entry and/or word processing tasks as assigned. This position is a front-line customer service position, reporting to the Executive Assistant to the Vice President for Human Resources & Legal Affairs.

This position is open until filled. First consideration will be given to applicants whose complete application has been received by May 31, 2021 @ 11:59 PM Pacific Time.

Primary Responsibilities

• Serve as the primary contact for staff, students, visitors and/or the general public accessing services in the Human Resources (HR) Office;
• Resolve problems and respond to inquiries regarding rules, regulations, policies, department procedures and department services; answer telephone; receive and refer visitors;
• Review documents, records, applications and enrollment forms for completeness, accuracy and compliance with applicable rules; determine and explain action necessary to achieve compliance or approval;
• Serve as the web ambassador for the HR & Legal Affairs Division, responsible for updating and maintaining content on the HR & LA webpages within established writing style guidelines;
• Update and maintain the online staff directory and other web information as needed;
• Process payment of invoices, purchase orders, etc., in support of the HR Office;
• Compose office correspondence such as requests for documentation and respond to requests for information; evaluate and revise forms for internal use;
• Registers the HR Office staff for conferences and/or trainings;
• Review and verify fiscal reports for accuracy, investigate and correct errors to ensure compliance with established procedures and policies; use basic arithmetic to perform calculations;
• Establish and maintain electronic or manual filing systems;
• Assist with compiling and producing materials and reports such as payroll, personnel, inventory, and other technical and statistical reports requiring specialized knowledge and judgment in the selection and treatment of data and format; prepare charts, tables and graphs as needed; provide updates regarding budget status and expenditures; reconcile monthly P-card report;
• Perform 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; use spreadsheet and database software to develop and maintain records; use basic statistical software packages; perform simple computer inquiry programming; use graphics software and recommend appropriate display of information;
• Receive, sort, and distribute mail and/or other Human Resources documents in a timely manner;
• Order, receive and maintain inventory of office supplies as necessary;
• Assist with archiving HR files and/or records and tracks for destruction process in compliance with the state retention guidelines; and
• Assists staff with copy machine and fax transmittals to send and receive information.
• Perform other duties as assigned.

Required Qualifications

• Associate's degree or equivalent from an institutionally accredited college or university; and
• Two (2) years of relevant clerical work experience.

Skills & Abilities

Computer Skills : Advanced computer skills in the use of the HP3000 for data entry, Microsoft Word, and Excel. Proficient in spelling, punctuation, sentence structure and grammar;

Organization : Ability to organize projects, prioritize workflow and complete multiple tasks simultaneously and accurately;

Professionalism : Must present a professional, business-like manner and appearance; strong interpersonal relationships skills; and must be able to clearly communicate, using the English language to the public and staff in person or on the telephone;

Attendance/Punctuality : Is consistently at work and on time; ensures work responsibilities are covered when absent;

Customer Service Skills : Ability to be professional, courteous, and helpful to students, staff, faculty, and the general public; and

Self Motivated : Must be a self-starter and have the abilities and knowledge to maintain program efficiency, meeting all time lines and deadlines.

TERMS OF EMPLOYMENT:

This position is a twelve-month (12) month, full-time, overtime eligible, classified staff position. The typical work hours for this position are Monday through Thursday from 7:00 a.m. to 4:30 p.m. and Friday from 7:00 a.m. to 12:00 p.m.; however, must be available to work a flexible schedule when prior notice is given by the College. This position is available immediately.

PROCESS NOTE:

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.

**Please note that selected interview candidates will be subject to supplemental testing that will measure skills and abilities related to this position (e.g., Organization, Customer Service, MS Office Simulation [Excel, PowerPoint, Outlook, and Word], etc.).

CONDITIONS OF EMPLOYMENT:

In the interest of providing a healthy, safe and secure educational and work environment and in order to meet the requirements of federal legislation, it is the policy of Columbia Basin College to maintain an alcohol and drug-free workplace for our employees and students.

If you are hired, you will need to provide proof of identity and documentation of U.S. citizenship or appropriate authorization to work in this position as required by the Immigration Reform Control Act of 1986.

Columbia Basin College operates under an approved affirmative action plan and encourages applications from persons of color, women, veterans and persons of disability. The Human Resources Office is accessible to those with disabilities. If you need accommodation in application or employment, contact the Human Resources Office at (509) 542-4740.

OTHER JOB ELEMENTS:

The physical demands and work environment characteristics described below are representative of those that must be met and may be encountered by an incumbent when performing the essential functions of the position. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

PHYSICAL DEMANDS:

While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility including having the ability to move materials on a regular basis such as files, books, office equipment, etc. Manual dexterity and coordination are required to operate equipment such as computer keyboard, calculator, and standard office equipment.

WORKING CONDITIONS:

Usual office working conditions. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises.