Administrative Assistant III - Counseling

Location
Grants Pass, OR
Posted
Sep 11, 2019
Institution Type
Community College
General Statement of Responsibilities

Provides clerical support to department, using computerized word processing, spreadsheets, databases, electronic mail and other software to perform a variety of tasks including tracking of student information, correspondence, course schedules, calendars, etc. Works under deadlines to prepare and submit documents and reports. Interacts with a diverse population of students and a wide range of college staff in a variety of ways to provide efficient and courteous customer service.

Supervision Received
Works under the general supervision of the Dean of Student Success.

Supervision Exercised
Supervision is not a responsibility of this position. May oversee student workers.

Examples of Duties - Essential Functions

  1. Assists the department in daily administration including coordinating schedules and maintaining confidential office files.
  2. Keyboards, formats, and edits routine documents such as correspondence, reports, minutes, agendas, applications, and other material from information supplied in rough draft, or in written or oral instructions. Proofreads documents for spelling, punctuation, grammar, and format.
  3. Acts as receptionist; directs callers, answers questions explaining policies and procedures, and makes appointments. Distributes mail, orders office supplies, and provides photocopier assistance as needed.
  4. Posts to and maintains a variety of records, prepares material for filing, and maintains files.
  5. Initiates purchase requisitions and requests for payment, routes bills for payment; creates work orders; completes personnel forms.
  6. Uses college systems to enter student information, produce reports, and submit mileage/travel requests.
  7. Makes computations, verifies information, collects and interprets data for records and reports. Assists with preparation of reports and grant proposals.
  8. Coordinates meetings, facilities and equipment usage; prepares agendas, takes minutes, and maintains materials.
  9. Assists with preparation of part-time faculty contract worksheets and supplemental contracts.
  10. May prepare faculty classroom evaluation forms and distribute to faculty; collect evaluations, scan forms and type students' comments; distribute results.
Specific Duties
  1. Oversees clerical activities in the counseling department, which includes placement testing, coordination, room assignments, and scheduling advising appointments.
  2. Maintains security and confidentiality of information, including personal demographics, diagnoses, and assessment results.
  3. Opens and closes center area (counseling offices, career and transfer centers) following appropriate procedures for computers, equipment, supplies, and materials.
  4. Supports counseling faculty in preparation of teaching materials and collection of class assignments.
  5. Maintains and coordinates student worker schedules making sure hours are within budget limits.
  6. Performs other duties as assigned.
Screening Criteria

Education: An Associate's Degree in Business, Office Technology, or related area is required. Two years' progressively responsible administrative and/or secretarial experience is required. Experience in a community college or academic setting is preferred.

Only degrees received from an accredited institution will be accepted: accreditation must be recognized by the office of degree authorization, US Department of Education, as required by ORS 348.609. Final candidate will be required to provide official transcripts for required degree

Any satisfactory equivalent combination of education and experience which ensures the ability to perform the essential functions of the position may substitute for the requirement(s).

License: For assignments requiring operation of a motor vehicle, possession of a valid Oregon Driver's License and proof of an acceptable driving record are required. New employees establishing resident status in the State of Oregon must obtain an Oregon driver's license within 30 days (ORS 807.020 (1)).

Knowledge of: General office practices such as recordkeeping, bookkeeping, computers and data systems, including word processing, spreadsheets, and data management; business English, composition, spelling, and punctuation.

Skills: Secretarial skills; customer service and verbal and written communication skills; computer skills including Microsoft Office SuiteĀ® products; organization and prioritizing skills. Basic conversational Spanish preferred {required for some positions}.

Ability to: Multi-task; focus on details; manage multiple priorities and deadlines; keyboard accurately at 60 wpm; use office and computer equipment and software; establish and maintain effective working relationships with coworkers, students, faculty, outside agencies, and the public.

Physical Demands of Position: The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

Manual dexterity and coordination are required for more than half of the daily work period (about 60%) which is spent sitting while operating office equipment such as computers, keyboards, 10-key, telephones, and other standard office equipment. While performing the duties of this position, the employee is frequently required to stand, walk, reach, bend, kneel, stoop, twist, crouch, climb, balance, see, talk, hear, and manipulate objects. The position requires mobility including the ability to move materials, 5 lbs. or less daily, and 5-25 lbs. occasionally. This position requires both verbal and written communication abilities.

Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is primarily working indoors in an office environment. The employee is not exposed to hazardous conditions. The noise level in the work environment is usually moderate and lighting is adequate.

Additional Posting Information

This is a Full-time Classified, 40 hour per week (100%) position in the Counseling department. Starting compensation is entry level for Group 5 on the 2019-20 Classified Salary Schedule.

Position will remain open until filled, with screening scheduled to begin 9/24/19. Applications received after the screening date are not guaranteed review. Documents required for submission include a cover letter, resume, 3 professional letters of recommendation (one of which must be current within the last two years), and unofficial transcripts indicating the level of degree earned. (This may vary depending on the position). Applications missing any of the listed required documents may be considered incomplete and ineligible for further review.

RCC is committed to a culture of civility, respect, and inclusivity. We are an equal opportunity employer actively seeking to recruit and retain members of historically underrepresented groups and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

CANDIDATES WITH DISABILITIES REQUIRING ACCOMMODATIONS AND/OR ASSISTANCE DURING THE HIRING PROCESS MAY CONTACT HUMAN RESOURCES AT 541-956-7329. ONLY FINALISTS WILL BE INTERVIEWED. ALL APPLICANTS WILL BE NOTIFIED BY EMAIL AFTER FINAL SELECTION IS MADE. INTERVIEW COSTS ARE AT APPLICANT'S EXPENSE. FINAL CANDIDATE WILL BE REQUIRED TO SHOW PROOF OF ELIGIBILITY TO WORK IN THE UNITED STATES. FOR POSITIONS WITH A DEGREE REQUIRED, ONLY DEGREES RECEIVED FROM AN ACCREDITED INSTITUTION WILL BE ACCEPTED; ACCREDITATION MUST BE RECOGNIZED BY THE OFFICE OF DEGREE AUTHORIZATION, US DEPARTMENT OF EDUCATION, AS REQUIRED BY ORS 348.609.

Rogue Community College does not discriminate in any programs, activities, or employment practices on the basis of race, color, religion, ethnicity, use of native language, national origin, sex, sexual orientation, gender identity, marital status, veteran status, disability, age, pregnancy, or any other status protected under applicable federal, state, or local laws. For further policy information and for a full list of regulatory specific contact persons visit the following webpage: www.roguecc.edu/nondiscrimination.

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