Administrative Secretary

Posting

Position Information

Posting Number:
0601210-C

Position Type:
Classified

Special Notes to Applicants:

LBCC values a work life balance. Here are some benefits of working full-time at LBCC :

• 246-day work year (Fridays off in July and August and a week off at the end of December)
• Twelve paid holidays per year
• Accrual of eleven days of paid leave (vacation) per year
• Accrual of eight hours of sick leave per month
• Tuition waiver for you and your dependents
• Medical, dental, vision insurance for employee and dependents
• Public Employees Retirement eligibility after 6 months ( LBCC pays the six percent employee contribution)

As a condition of employment, all new employees are required to be compensated via direct deposit.

LBCC is an Equal Opportunity Educator and Employer.

LBCC offers a pay incentive to eligible employees who demonstrate proficiency in conversational Spanish when evaluated and formally certified by a college-approved professional or agency. Eligibility to apply for and receive bilingual pay incentives for Spanish and languages other than English are subject to the provisions of Administrative Rule 6025-06. For more information, please LBCC Bilingual Pay Incentive Administrative Policy or the Classified Association Agreement .

Position Title:
Administrative Secretary

Employment Requirement
Not Applicable

Division/Department:
Advising Center

Location
Albany Campus, Albany, OR

Job Summary:

Independently performs secretarial, reception, and office coordination duties to ensure smooth functioning and quality services to students for Advising Center, Admissions, and First Resort Student Help Center. Trains and oversees part-time workers in reception, data entry, and clerical work. Leads receptionist and schedules appointments for professional staff.

Required Qualifications:

Education and Experience: Position requires a minimum of four years of progressively responsible secretarial, administrative, or related experience; or an AA/AS degree and two years of full-time relevant experience.

Knowledge and Skills: Requires the desire and commitment to work with students. Requires general knowledge of office practices, procedures, and equipment, filing systems, receptionist and telephone techniques, and letter and report writing. Requires basic knowledge of staff administration, basic bookkeeping, and confidential record keeping. Requires thorough knowledge of proper English usage, grammar, spelling, punctuation, and basic arithmetic skills. Must be skilled in using various standard office machines, including computers, word processing, database, and spreadsheet applications. Requires basic level knowledge of graphics applications. Requires strong planning and skills. Requires well-developed communication skills, including email etiquette and de-escalation skills.

Abilities: Requires the ability to independently perform the duties of the position efficiently and effectively. Must be able to coordinate and perform office and secretarial work with speed and accuracy. Requires the ability to use mid-range graphics and word processing skills to prepare a variety of written materials following standard formats and established criteria. Must be able to learn, interpret, explain, and apply knowledge of college and department organization, operations, programs, functions, and exclusive department terminology. Requires the ability to plan, organize, and prioritize work to meet schedules and timelines. Requires the ability to provide direction to staff in a manner that encourages high morale and efficiency. Must be able to revise and maintain established procedural systems and controls and establish work priorities. Requires the ability to communicate with students, staff, and faculty using tact, diplomacy, and courtesy. Must be able to work respectfully with individuals of all cultures, backgrounds, perspectives, and abilities. Must be committed to learning about differences, equity, universal design, and job search challenges for persons with disabilities and other differences. Must be willing to recognize and continually correct for systemic bias in office policies, procedures, and practices.

Preferred Qualifications:

One-year work experience in a college setting is desirable.

Thorough understanding of best practice in office operations, policies, and procedures is preferred.

Physical Requirements and Working Conditions:

Learned physical skill is required to perform keyboarding functions. Occasional lifting, guiding, or carrying of light-weight materials or equipment may be required. Sitting for extended periods while working at a computer terminal and the ability to bend, stoop, and crawl while troubleshooting office equipment failure may be necessary.

Work is generally performed in a busy office, interacting with students and customers with a variety of special needs, including mental health and other disabilities, some of whom are highly agitated or in extreme, difficult circumstances. Little or no exposure to health and safety hazards. Exposure to video display terminals occurs as considerable time is spent working on a computer. Requires travel for off-campus meetings.

Essential Duties:

1. Oversees part-time and work study employees, assigning and prioritizing office work, data entry projects, reception duties, and other projects. Trains the part-time reception staff and reports personnel and performance issues to the supervisor for a plan of action. Identifies problems and develops new/corrective procedures and office staff needs. Assists staff with problem resolutions that need immediate attention.

2. Serves as liaison between the Advising Center and other college departments to coordinate and/or resolve problems, issues, and processing procedures. Communicates with the LBCC Human Resources office to coordinate staff processes related to employment and payroll. Communicates with the LBCC Business Office to coordinate processes related to purchasing, accounts receivable, accounts payable, etc.

3. Coordinates calendars for professional staff ensures appropriate booking of appointments, rescheduling, and coordination of advising calendars campus-wide, to ensure effective advising services during break weeks. Assists staff with technical help on college processes and the use of the software.

4. Greets students as the first contact, assesses at first level, students presenting themselves as in need of “crisis” services. Provides stabilizing intervention, pending availability of a counselor, and/or referral to emergency community mental health resources. Monitors and refers reports in LBCC’s Students in Distress system (Maxient) to the appropriate next step. Creates reports and updates following counselor crisis intervention in the Students in Distress System (Maxient).

5. Acts as the first point of contact for Early Alert interventions that route to the Advising Center. Assists the First Resort Student Help Center in routing students seeking immediate assistance.

6. Orders materials and supplies within delegated budget authority or as directed. Generates purchase orders as directed.

7. Supports incoming students through various processes, including New Student Registration, informs students of the college academic deadlines, policies, and practices. Provides encouragement, information, and support to students concerning access to college and community resources. Uses BANNER to access student information and records to adequately assess and direct the next steps for a student, or provide information to other staff or faculty as appropriate.

8. Performs a variety of personnel functions, including preparation of payroll authorizations, timely completion of new hire forms, and submission of timesheets. Maintains a comprehensive calendar of staff coverage.

9. Assists with the planning and coordination of various events promoting the Advising Center and LBCC’s hosting of events, such as Career Fair, Welcome Day, Explore LBCC, Youth Job Fair, and the High School Transitions Workshop(s). Coordinate catering, facility, security needs, and overall flow of events. Uses campus software to reserve conference rooms and classrooms for meetings, trainings, and workshops; orders catering as needed. Makes reservations for vendor/agency for the Takena Hallway displays/info tables.

10. Works with campus departments in designing and updating communication of department services, including web pages and instructor websites. Composes and prepares a wide range of office documents and promotional materials consistent with LBCC’s branding guidelines. Works with campus departments and off-campus vendors to purchase printing, promotional materials, and signage.

11. Performs receptionist duties. Answers phones and directs calls or provides information and assistance on a variety of matters. Provides reception for Advising Center, Admissions, Special Admission Program Academic Planning Assistants, and First Resort Student Help Center.

12. Provides support to the department chairs by contributing to the department and meeting planning to achieve department goals. Enters class schedules into the CPI system and processes changes as needed.

13. Completes special projects for Dean and/or Associate Dean, as assigned. Performs other related duties as assigned.

Applicant Instructions:

Please complete the online application and including the three references and attach the following required documents:

1. Resume
2. Cover Letter
3. Academic Transcript (if needed to meet minimum qualifications)
   
   

Transcripts from institutions outside of the United States must be accompanied by an international credential agency evaluation. Click here for a list of agencies who perform these services.

Applications are reviewed for minimum qualifications. In order to be considered, your application must clearly show you meet the minimum qualifications for this position.

U.S. Veterans must attach proof of honorable discharge (Form DD-214, Copy 4) to their application to qualify for veteran’s consideration.

Proposed Start Date:
02/06/2023

Number of Days per Year
246-Classified

FTE Load

1.0

Full-time or Part-time
Full-time, Fiscal Year (Contracted with Benefits)

Number of hours/week:
40

Work Schedule:
8am to 5 pm or 8:30 to 5:30 pm, Monday through Friday

Posting Date:
11/30/2022

Closing Date:
01/02/2023

Open Until Filled:
No

Salary Grade
16

Salary/Rate

Starting annual salary is $43,846 for a 246 day annual schedule, plus comprehensive benefits . Salary will be prorated for remaining days in the year.
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How did you learn about this position? Please select one.
   • Latinos in Higher Education
   • HERC-Higher Education Recruitment Consortium
   • Indeed.com
   • Chronicle of Higher Education
   • State Employment Department
   • LBCC Employment Opportunities Website
   • LinkedIn
   • Other, specify below

Required Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Academic Transcript
2. U. S. Veteran Proof of Honorable Discharge DD-214, Copy 4