Office Assistant 3 - Business & Early Childhood Education (50% of Full-Time, Non-Permanent)

Description

Columbia Basin College ('CBC' or the 'College') seeks an Office Assistant 3 to 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. Position may perform specialized complex word processing tasks in a word processing unit or complex rapid data inquiry and/or entry functions. This position is shared between two divisions, and reports to both the Dean for Business & Computer Science, and the Director for Education Programs.

This position is open until filled. First consideration will be given to applicants whose complete application has been received by August 6, 2023 @ 11:59 PM Pacific Time.

If you have questions or need assistance during the application or search process, please contact the recruiter for this position, Denise Cook at dcook@columbiabasin.edu or (509) 542-4407.

Primary Responsibilities

• Receive and refer visitors, students and public; answer telephones and email, resolve problems and respond to inquiries regarding the Business and Computer Science Divisions’ and the Education Program’s procedures and services; Compose office correspondence such as sending letters of completion for grants, requests for documentation and responses to requests for information; devise, evaluate and revise forms and documents for internal use;
• Communicate regularly with Grants Accounting and Faculty grant participants; communicate and assist Education Program students with paperwork concerning state certification and placements with childcare or K-12 schools for placements practicum residencies, including communicating with state or school officials;
• Review documents, records, or applications for completeness, accuracy, and compliance with rules such as financial documents, budget records, grants, syllabi and office hours, student data, staff and student employee resumes and time cards, payroll spreadsheets, meeting minutes for both the Business and Computer Science Departments and the Education Program; determine and explain action necessary to achieve compliance or approval; regularly track grant paperwork and records, including student timecards, faculty stipends, and burn rates;
• Maintain electronic and manual file systems/server, and database files for financial documents, grants, syllabi and office hours, student data, staff and student employee resumes and time cards, payroll spreadsheets, meeting minutes for both the Business and Computer Science Departments and the Education Program;
• Prepare, compile, produce Division reports, documents and records such as financial documents, budget records, syllabi and office hours, student data, staff and student employee resumes and time cards, payroll spreadsheets, meeting minutes, for both the Business and Computer Science Departments and the Education Program requiring specialized knowledge and judgment in selection and treatment of data and format; organize and create records for job placement of student graduates, including establishing correspondence with graduates, maintaining relationships, and gathering job placement numbers for local and state reports;
• Perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet, and faculty and staff database files, uploading/downloading department documents to the server such as, syllabi, financial and budget records, payroll & time card records, class permission forms, and creating footnotes and outlines for meetings; use spreadsheet and database software to develop and maintain records for student and staff data, grants; prepare, tables, charts and graphs as required;
• Attend department and advisory board committee meetings and compile meeting minutes on behalf of both the Business and Computer Science Departments and the Education Program when requested, report minutes to the appropriate parties via email, and save documents to the electronic server; Submit room reservations, and assist with setup and takedown for all department events, meetings, and advisory board committee meetings;
• Screen, prioritize and distribute mail for both the Business and Computer Science Departments and the Education Program; order, receive and maintain textbooks, printing, equipment, and office supply inventory; may assist in degree development research, student surveys and the preparation of student data, budget/financial reports by gathering and computing numerical information; draft the information for supervisor's review to be included in reports; review documents for clarity and grammatical accuracy; refer questionable data or narrative to supervisor for clarification;
• Support the five (5)-year accreditation process for the Cyber Security and Project Management programs, including assisting the program leads with finding and creating documentation, maintaining records, and researching information as needed; assist in the preparation, compilation, and completion of state reports for the Education Program, including data entry for state assessments; and
• Perform other related duties as assigned.

Required Qualifications

• High School Diploma or equivalent;
• Two (2) years of relevant clerical work experience; and
• Proficiency in Microsoft Office Applications (Outlook, Word, Excel, Access, PowerPoint).

Skills & Abilities

Attendance/Punctuality : Is consistently at work and on time; ensure work responsibilities are covered when absent; arrive at meetings and appointments on time;

Customer Service Skills: Manage difficult or emotional customer situations; respond promptly to customer needs; solicit customer feedback to improve service; respond to requests for service and assistance; meet commitments;

Safety and Security: Observes safety and security procedures; determine appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly;

Dependability: Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan;

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

Written Communication Skills: Write clearly and informatively; edit work for spelling and grammar; vary writing style to meet needs; present numerical data effectively; able to read and interpret written information;

Professionalism: Ability to approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; accept responsibility for own actions; follow through on commitments;

Oral Communication: Ability to speak clearly and persuasively in positive or negative situations; listen and get clarification; respond well to questions; demonstrate group presentation skills; participate in meetings;

Interpersonal Skills: Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things;

Quality : Demonstrate accuracy and thoroughness; look for ways to improve and promote quality; apply feedback to improve performance; monitor own work to ensure quality;

TERMS OF EMPLOYMENT:

This position is a part-time, grant funded, overtime eligible, classified staff position. It is a non-permanent position with employment up to 18-months. The typical work hours for this position are Monday through Thursday from 1:00 p.m. to 5:00 p.m. and Friday from 8:00 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.

Additionally, pursuant to RCW 28B.112.080, applicants must declare whether they are the subject of any substantiated findings of sexual misconduct in any current or former employment or are currently being investigated for, or have left a position during an investigation into, a violation of any sexual misconduct policy at the applicant’s current or past employer. By law, post-secondary education institutions cannot hire an applicant who refuses to declare the existence or non-existence of an investigation or findings subject to this statute.

**Please note that selected interview candidates will be subject to supplemental testing that will measure skills and abilities related to this position (e.g., Communication, Analytical Skills, MS Office Simulation [Excel, PowerPoint, Outlook, and Word], Customer Service, 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. This position directly engages in the performance of work on a federal/state contract or grant which requires compliance with the College's Drug-Free Workplace Policy, as well as reporting requirements, as a condition of employment.

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.

UNION CLAUSE:
This is a bargaining unit position represented by the Washington Public Employees Association (WPEA). Internal promotional, transfer and voluntary demotion applicants who have skills and abilities to perform the duties of the position will be considered prior to consideration of other applicants.