Office Associate III

Job Vacancy Announcement

Position Information

Position Title

Office Associate III

Position Type

Staff

Department

Natural Sciences

FLSA

Non-Exempt

Union/Non Union

Union

Full Time or Part Time

Full Time

Grade

6

Salary Range

Hiring Salary Range

$34,496 - $37,946/Hourly

Fixed Term/Tenure Track (Faculty Only)

Regular or Temporary

Regular

Job Description Summary

Under supervision, performs general clerical/office activities to assist the department in administering programs and services offered to the community. Incumbents interact with the general public by providing information and assistance as it relates to the department’s activities/services, rules and regulations. Incumbent follow general instruction from a supervisor when handling new situations, problems or deviations from established work procedures is required. Incumbents are required less frequently and within a more limited degree of latitude to determine the best way to perform required duties.

Minimum Qualifications

EDUCATION AND EXPERIENCE

• High school diploma Required.
• Two to three years of related experience or required course work/certification.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of general clerical/office practices and procedures including basic office workflow procedures
• Knowledge of data processing methods, information storage and retrieval techniques
• Skills in clerical/office functions such as typing/data entry, filing, answering telephones
• Skills in the operation of basic office equipment and machines, computer terminal, typewriter, copy machines, adding machines, etc.
• Skills in basic mathematical computations
• Skills in the use of computer hardware and applicable computer software
• Skills in communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Criteria

CRITERIA : The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position.

ESSENTIAL TASKS

• Processes forms, application and other documents by reviewing completed forms for completeness, verifying information, performing necessary calculation, coding and entering data into computer system.
• Greets visitors and answers phones; directs person(s) to the appropriate personnel and/or takes messages. Provides standard information regarding department procedures, policies, services, etc. upon request.
• Provides customer services by providing forms/applications and answering routine questions regarding departmental programs and services.
• Performs general clerical/administrative support functions. Composes and/or types letters, forms, memoranda, and reports from abbreviated notes, tapes, and records; transcribes and/or takes minutes of routine meetings; copies materials; maintains filing system; sorts and distributes mail.
• Tracks and monitors office supply inventory and arranges for replenishment of items as necessary.
• Assist in monitoring the department/work unit budget by compiling data, entering information into proper amount and generating reports for supervisor’s review. Prepares purchase orders ensuring appropriate account numbers are used and submits for supervisor’s signature.
• Gathers, compiles data from several sources; compares information to verify accuracy and prepares informational and/or statistical reports according to established procedures.
• May be required to receive and relay incoming calls requesting assistance of departmental personnel and to track and record their activities.
• Performs related work as required.

Department Specific Tasks

• Assisting the Department Chair in identifying substitutes for classes when the regularly appointed faculty is unable to teach their respective course sections
• Serve as the point of contact in several instances, including but not limited to: Chair, Coordinator, Faculty, Students, Help Desk, Audio-Visual Office(s), Telecommunications, Facilities, Key Card Access.
• Assist in scheduling office space, classroom space, and laboratory space.
• Manage the Natural Science e-organization site in Canvas (Administrative Module ONLY ).
• Assist in training incoming Office Associate, when applicable.
• Assist in managing the Departmental Website.
• Secure confidential information in a safe, designated area.

Job Requirements

PHYSICAL REQUIREMENTS
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions.

OTHER REQUIREMENTS

• Must be able to work Monday thru Friday, 10:30 a.m. – 6:30 p.m.
• Ability to communicate effectively in spoken and written standard English.
• As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
• A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.

Is Background Check Required?

Yes

Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?

No

Posting Detail Information

Posting Number

PGCC191411/12

Open Date

12/02/2022

Close Date

02/28/2023

Open Until Filled

No

Background Check Statement

Prince George’s Community College is committed to providing a safe campus community. PGCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, education verification, and when appropriate, a financial (credit) report or driving history check.

Special Instructions to Applicants

Effective August 8, 2022, Prince George’s Community College’s current vaccine mandate will expire for students, faculty, and staff. Select exceptions may apply. Face coverings will be voluntary campus-wide, including in classrooms and instructional spaces. Although the College will no longer require new employees and students to be vaccinated as a condition of employment or instruction based on current public health conditions, COVID -19 vaccines and boosters are strongly recommended.

Application Status ; you will receive an email acknowledging receipt of your application, upon which time no further communication occurs unless selected for an interview or the position is filled. If recommended for hire, communication is immediately sent to your references listed on your application. Also, you will receive an email notification from HireRight requesting you to submit authorization to complete a background investigation
Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Which of the following best describes your level of completed education? (Education details must be included in your application.)
   • Master's Degree or above from an accredited college/university
   • Bachelor's Degree from an accredited college/university
   • Associate's Degree from an accredited college/university
   • One to two years of college credit (30 credit hours is equivalent to one year)
   • Less than 30 credits from an accredited college/university
   • High School Diploma or GED
   • None of the above
2. * Do have two to three years related experience or required course work/certification?
   • Yes
   • No
3. * Please be advised that as required by the 1986 Immigration Act, candidates must be prepared to present acceptable documentation showing identity and that you are a U.S. Citizen or an alien who is authorized to work. It is the college's policy that PGCC does not provide sponsorship for prospective employees. Will you require sponsorship to work in the United States?
   • Yes
   • No
4. * How did you hear about this employment opportunity?
   • HERC
   • HigherEd Jobs
   • Hispanic Outlook
   • Indeed
   • Personal Referral
   • PGCC Website
   • Social Media (LinkedIn, Twitter, Facebook)
   • The Chronicle of Higher Ed
   • The Washington Post
   • Other: Please indicate below
   • Educause
5. How did you hear about this employment opportunity? If you selected 'Other' please indicate source:
   
   (Open Ended Question)
   
   

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Transcripts
2. Letter of Recommendation 1
3. Letter of Recommendation 2