DESCRIPTION

Applications will be forwarded to the hiring official as they are received and accepted until the need is filled.

GENERAL DEFINITION

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.

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 database files, and responding to inquiries requiring substantive knowledge of office/departmental policies and procedures. Positions may perform specialized or complex data 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.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

• Resolves problems and responds to inquiries regarding rules, regulations, policies, department procedures, and department services. *
• Answers phone; receives and refers visitors. *
• Tracks purchase card accounts; orders supplies and maintains and reconciles purchasing log, following state and district policies and procedures. *
• Processes travel authorizations as requested and makes travel arrangements using proper forms and procedures. *
• 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 database 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. *
• Performs complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet, and database files, uploading/downloading, and creating footnotes and outlines. *
• Uses spreadsheet and database software to develop and maintain records. *
• Orders, receives and maintains inventory. *
• Receive and distribute mail. *
• 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. *
• Model professional decorum and mutual respect in all personal interactions. *
• Comply with district policies, procedures and directives, state and federal regulations, orders and statutes and collective bargaining agreements. *
• Support and advance the CCS strategic plan, and perform other duties as assigned. *

• Indicates this is an essential duty.

This position is designated a bargaining unit position.

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 Microsoft Office products, including word processing, graphics, and spreadsheet functions.
• Ability to use a multi-line phone system and possess proper phone etiquette skills.
• Customer service experience.
• Proofreading and filing skills.
• Ability to handle constant interruptions.
• Ability to maintain a high level of confidentiality.
• Basic arithmetic skills.
• Ability to effectively organize multiple work assignments, involving competing priorities, to produce work products that are accurate, of high quality and meet deadlines.
• Ability to work on and pivot between multiple tasks and work in a fast-paced environment.
• Excellent interpersonal, oral, and written communication 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, objectives and strategic plan of CCS.
• The ability to perform assigned duties in a manner consistent with applicable laws, regulations and goals of the institution, and community and technical college system.
• Demonstrated commitment to fostering and supporting a teaching, learning and working environment that honors diversity, equity and inclusion.

PREFERRED COMPETENCIES (DESIRED QUALIFICATIONS)

• Varies based on departmental needs. *

• Candidates selected for interviews will be provided with a job description for the specific position.

CONDITIONS/TERMS OF EMPLOYMENT

TOTAL COMPENSATION WITH BENEFITS: $50,652 - $62,205.

Total compensation is an estimate based upon adding the following amounts together:

• 
  Base compensation of $33,924 - $44,808, plus
• Current employer-paid health and related benefit contribution rates, plus
  • Click here for a full list of benefits.
• Median retirement fund contributions.

The actual total will vary depending upon each employee's enrollment choices.
Person 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. An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H1-B visa. In addition, the Community Colleges of Spokane maintains a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment.

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. Once an applicant is chosen for an interview, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

PHYSICAL REQUIREMENTS

• Work is performed in a normal, temperature-controlled office environment.
• Work is sedentary in nature.
• Frequent use of computer and exposure to terminal screens.
• Visual focus and strain.
• Work directly with students/clients.
• Work involves constant interruptions and requirement to answer on demand questions by phone, in person, or electronically.
• Frequent repetitive hand/wrist motions and finger manipulation.

CONDITIONS OF EMPLOYMENT

• Full-time or cyclic schedule (12-month, 40-hours a week or less than).
• 6-month probationary period; may be extended up to 12 months.
• This position is overtime eligible.
• Criminal background check required.

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.

Native Land Acknowledgement

We are honored to acknowledge that the Community Colleges of Spokane, and our main campuses for Spokane Falls and Spokane Community College, are located on the traditional and sacred homelands of the Spokane Tribe. We also provide services in a region that includes the traditional and sacred homelands of the Confederated Tribes of the Colville Reservation and the Kalispel Tribe. The CCS Pullman Center operates on the WSU campus and is located on the ancestral homelands of the Palus people and on the ceded lands of the Nimíipuu (Nez Perce) Tribe.

We pay our respect to tribal elders both past and present as well as to all indigenous people today. This land holds their cultural DNA and we are honored and grateful to be here on their traditional lands. We give thanks to the legacy of the original people and their descendants and pledge to honor their stewardship and values.

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.