Secretary Senior

Olympia, Washington State
$2,425 - $3,1213/ month; Range 33 of the Washington State Salary schedule
Sep 22, 2017
Institution Type
Community College

Position type:  Full-time Classified, 40 hours per week, overtime eligible permanent position.

Salary:  $2,425 - $3,123/month; Range 33

Opens:  September 21, 2017

Closes:  October 10, 2017

Location:  Main Campus; Olympia, WA

South Puget Sound Community College seeks a highly enthusiastic, motivated and qualified individual for the position of Secretary Senior in the Student Services office. The Secretary Senior is responsible for providing high level administrative and clerical support to the Vice President’s Office, Dean of Enrollment Services and Student Services Division.

This position works collaboratively with the campus community, students, staff and faculty in support of Student Services.

Hours of Work: Monday –Friday 8:00am-5:00pm


Student Services Office Support

  • Provide clerical support to VP Student Services Office
  • Take meeting minutes for various Student Services Meetings
  • Make travel arrangements for Student Services Division
  • Prepare and process business office documents and forms, as directed
  • Create, review and process purchases requests, travel authorization, travel expenses, etc. for business office processing
  • Maintain accurate and organized filling systems and ensure filing is up-to-date; Inventory, order and maintain Division office supplies
  • Establishes and maintains complex electronic or manual file systems or data base files for Student Services
  • Compose office correspondence for request for information with established procedures and policies
  • Update student information in Student Information Systems
  • Scan documents and upload them into the document imaging system
  • Perform complex secretarial duties, such as planning, organizing and prioritizing work
  • Maintain and create mail merges for VP Office

Review, monitor and reconcile grants (WorkForce and Title III)

  • Communicate with SPSCC staff concerning guidelines, requirements, and regulations for WorkFirst and BFET grants
  • Coordinate fiscal processes of the WorkFirst and BFET grants
  • Work with WorkForce staff to understand the procedures and guidelines related to the grants
  • Work with grant holders to prepare, maintain and submit routine grant proposals and renewals. Notify appropriate personnel of actions needed on budget problems.
  • Monitor, review, and reconcile budget aspects of the grants
  • Process BFET payment rosters and billing for fund matching
  • Assist with monthly monitoring and budget transfers of other Financial Aid state and Federal funds, if needed

Administrative support to the Dean of Enrollment Services

  • Maintain the Deans schedule/calendar and any other office schedules/calendars within the department
  • Provide information related to supervisor’s planning, organizing and operation of the department
  • Compose office correspondence for request for information with established procedures and policies for Enrollment Services
  • Compile and produce reports and data on behalf of the Dean
  • Takes meeting minutes for Enrollment Services meetings
  • Relays message and instructions from supervisor(s) to others
  • Respond to emails, phones, and correspondence on behalf of the Dean
  • Respond in a professional manner to all sensitive and confidential matters

Fiscal responsibilities

  • Maintain and modify fiscal record keeping system
  • Reconcile monthly accounts with the College Business Office for Student Services, including the Title III Grant
  • Manage departmental purchasing card usage in compliance with College policies, including expenditures and reconciliation of credit card statement.
  • Advise Student Services staff regarding budget policies and procedures and explains action necessary to achieve compliance or approval
  • Prepare, compile and provide fiscal reports as needed for the Vice President for Student Services.
  • Review and verifies fiscal reports for accuracy; investigates and corrects errors to ensure compliance with established procedures and policies
  • Work with the Business Office to ensure accuracy in money expenditures
  • Ensure security and cash management with armored services within Student Services.

Student Services –General Customer Support

  • Work collaboratively with the campus community, students, staff and faculty.
  • Exhibit effective communication and customer services skills.
  • Back-up to the One-Stop, Start Here, and Operators, if necessary
  • Respond to emails
  • Retrieve and return phone calls
  • Other duties as assigned by VP Leadership Team

MINIMUM Qualifications

  • High school graduation or equivalent, AND two years of office experience OR equivalent education/experience
  • Demonstrated commitment to high-level customer service.
  • The ability to interact with staff in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism
  • Excellent written and verbal communication skills, including good listening skills.
  • Strong organizational skills, ability to work independently and prioritize multiple tasks
  • Ability to communicate and present oneself in a professional manner.
  • Ability to work well with others and function as a team member
  • Ability to exercise good judgment in evaluating situations, solving problems and making decisions
  • Strong aptitude for attention to detail and accuracy of information
  • Advanced knowledge of computers and software applications, specifically MS Office (Word, Outlook, PowerPoint, Access, Excel).
  • Ability to work effectively with a diverse population of students, faculty, administrators and support staff in accomplishing tasks


Your application and these questions will be used to evaluate your qualifications.  You must complete these questions to be considered for the position.  Please answer the following questions on a separate sheet of paper.  You may type or write your answers but they must be clear and legible. 


  1. What interests you in this position and how do you think your prior experiences and interests prepare you for it?
  2. Please list your intermediate or advanced skill level in the following Microsoft applications, and describe some of the functions that you have utilized them for:
  • Word
  • Excel
  • Outlook
  • Other software or database applications you have used.

       3.  Please describe how you will contribute to the diversity of this campus.


Interested candidates may apply by submitting the following items:

  • Completed SPSCC Employment Application
  • Letter of formal application that specifically addresses your ability to perform the responsibilities and competencies described in this announcement.
  • Resume of all educational and professional experience that demonstrates how you meet the minimum qualifications.
  • Completed Supplemental Questions.

Send application materials via one of the delivery methods below- email is preferred:


Fax:  (360) 596-5706


Human Resource Office

South Puget Sound Community College

2011 Mottman Road SW

Olympia, WA 98512

Applications received by the closing date may be used to fill similar vacancies, which may occur over the next six months.