CCS employment application is found at: http://www.ccs.spokane.edu/Forms/District-Forms/Human-resources/16011609.aspx
January 2,
2009
Recruitment
No. 001Y09
OFFICE ASSISTANT
3
OPEN-COMPETITIVE
OPEN
CONTINUOUSLY
This announcement is
to provide supervisors with candidates for Office Assistant 3 at Community
Colleges of Spokane (CCS). Positions may
be located at various sites in Spokane County for Spokane Community College
(SCC), Spokane Falls Community College (SFCC), Institute for Extended Learning
(IEL), 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.
Application
Procedure and Deadline: to request an application contact the Human Resources Office, Community Colleges
of Spokane, 501 N. Riverpoint Blvd., MS 1004, P.O. Box 6000, Spokane, WA 99217-6000, hro@ccs.spokane.edu or visit our
website at: http://www.ccs.spokane.edu/Forms/District-Forms/Human-resources/16011609.aspx. Phone:
(509) 434-5040; for 24 hr. employment and job status line (509) 434-5050.
To qualify for consideration, applicants must
meet required competencies and must submit a complete application packet, which
includes the following:
Download the application packet now: http://www.ccs.spokane.edu/Forms/District-Forms/Human-resources/16011609.aspx.
Applicants
will be placed on the eligibility list for six months for this position. Applicants are accepted continuously for
current and future openings. All corrected or extended notices will be posted
on the Human Resources bulletin board at the above address.
All application
materials submitted become property of the Community Colleges of Spokane. Personal copies need to be made prior to
submitting application materials to the Human Resources Office. The Human Resources Office does not provide
copying services.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES
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 data base
files, and responding to inquiries requiring substantive knowledge of
office/departmental policies and procedures.
Positions may perform specialized complex word processing tasks in a
word processing unit or complex rapid data inquiry and/or 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.
Positions typically provide work direction to
lower level staff and may assist in training new staff.
·
Resolves
problems and responds to inquiries regarding rules, regulations, policies,
department procedures, and department services; answers telephone; receives and
refers visitors.
·
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 data base 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.
·
Compiles
and produces material such as financial statements, manuscripts, schedules,
test materials, engineering/construction reports, and technical and statistical
reports requiring specialized knowledge and judgment in selection and treatment
of data and format; prepares, tables, charts and graphs as required.
·
Performs
complex word processing tasks such as merging and sorting, integrating text
with graphics, spreadsheet, and data base files, uploading/downloading, and
creating footnotes and outlines; uses spreadsheet and data base software to
develop and maintain records; uses basic statistical software packages;
performs simple computer inquiry programming; uses graphics software and
recommends appropriate display of information.
·
Orders,
receives and maintains inventory.
·
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.
·
Proficient
in spelling, punctuation, sentence structure and grammar.
·
Excellent
verbal, written, and interpersonal communication skills.
·
Working
knowledge of general office equipment.
·
Ability
to use a multi-line phone system and possess proper phone etiquette skills.
·
Ability
to multi-task in a fast paced environment.
·
Ability
to prioritize multiple tasks meeting multiple deadlines.
·
Customer
service experience.
·
Proofreading
and filing skills.
·
Ability
to handle constant interruptions.
·
Ability
to maintain a high level of confidentiality.
·
Basic
arithmetic 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 and
objectives of CCS.
·
The
ability to perform assigned duties in a manner consistent with applicable laws,
regulations and goals of the institution, community and technical college
system.
·
A
demonstrated understanding and value for the contributions that a diverse
workforce can make to the success of the organization and the students we
serve.
PREFERRED
COMPETENCIES (Desired Qualifications):
·
Varies
from position to position based on departmental needs.
PHYSICAL
ELEMENTS
Work is sedentary in nature. Frequent repetitive hand and wrist
motions. Frequent use of computer and
exposure to terminal screens in performing work assignments. Frequent need for oral and auditory
communications. Occasionally kneel,
stoop, crouch, crawl, reach, and lift up to 25 lbs. in an office environment.
SALARY RANGE AND WORK
HOURS
Beginning
monthly salary of $2,161 per month (Range 31) with annual increments based on
seniority to $2,789. Salary will be
prorated for positions less than 100%.
Work Schedule: Monday through
Friday; 8 hours per day; 40 hours per week; 12 months per year or adjusted as
needed for positions less than 12 months and/or less than full-time
(100%). These positions are a regular
scheduled work period designation with a six (6) month probationary/trial service
period. Incumbents are eligible for
overtime compensation at the rate of time and one-half for additional hours of
work directed by the supervisor over 40 hours/week. These positions qualify for a full benefit
plan including a retirement plan, vacation and sick leave, medical and dental coverage,
life insurance, and a long-term disability plan.
CONDITIONS OF
EMPLOYMENT
Persons 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. In addition, CCS maintains a drug-free work
environment and prohibits all smoking in the college buildings and state-owned
vehicles. New employees must be able to successfully work in and promote a
multicultural work and educational environment.
Requires Criminal background check. If using personal vehicle for travel, proof
of driver’s license and car insurance required.
Applications will be considered for openings for six months from the
receipt of the application.
Candidates selected for
interviews will be provided with a job description for the specific position.
This position is covered by a union security
agreement. This agreement makes it a
condition of employment to either become a member of the union and pay
membership dues or, as a non-member, pay an agency shop fee equal to that
amount. This requirement begins upon
employment.
Persons
of disability may request special accommodations for receiving and completing
the application process to include materials in large print, audio tapes
explaining application information, interpreters for the hearing impaired, or
special interview arrangements. Requests
for these services may be made on an individual basis by calling (509)
434-5040.
Community
Colleges of Spokane information regarding campus crime statistics and policies
are available at: http://www.ccs.spokane.edu/Students/Right_To_Know/Default.aspx or call (509) 434-5040 for a copy.
OFFICE ASSISTANT 3
Job Related
Experience Chart
This chart covers a
wide range of office support skills and abilities. Read each section carefully. This information, as well as other submitted
application materials (CCS application and resume), will be used to evaluate
your qualifications.
For
each of the following items, please indicate appropriate number of years
according to the following scale:
0 Less than one year
1 Between
one (1) year and two (2) years
2 Between
two (2) years and three (3) years
3 More
than 3 years
|
COMPUTER EXPERIENCE
AND TRAINING |
||||
|
DOCUMENT
PREPARATION |
Experience
|
Training |
List where experience
was obtained |
Dates |
|
Proofread/Edit documents |
|
|
|
|
|
Print
labels/envelopes |
|
|
|
|
|
Prepare letters
and/or memos |
|
|
|
|
|
Prepare
reports |
|
|
|
|
|
Create
columns/forms/tables/ charts/graphs |
|
|
|
|
|
Align
text/set margins/ set
tables/headers/footers |
|
|
|
|
|
Merge/sort/search/replace |
|
|
|
|
|
SOFTWARE PROGRAMS |
Experience |
Training |
List where
experience was obtained |
Dates |
|
MS
Word |
|
|
|
|
|
Email/Calendar
(e.g., Outlook) |
|
|
|
|
|
Internet
(e.g., Google,Explorer) |
|
|
|
|
|
Excel
(spreadsheets, charts, formulas) |
|
|
|
|
|
Access
(queries reports, forms) |
|
|
|
|
|
MS
Publisher |
|
|
|
|
|
Acrobat
Reader |
|
|
|
|
|
Financial
(e.g.,Quicken, Quick Books) |
|
|
|
|
|
Other: |
|
|
|
|
|
DATABASE EXPERIENCE |
Experience |
Training |
List where
experience was obtained |
Dates |
|
Student
Management System (SMS) |
|
|
|
|
|
Financial
Management System (FMS) |
|
|
|
|
|
Payroll/Personnel
Management Systems (PPMS) |
|
|
|
|
|
Financial
Aid System (Safers) (FAS) |
|
|
|
|
|
Other
Database Maintenance |
|
|
|
|
|
COMPETENCIES |
||
|
Task/Duty/Responsibility |
Briefly Describe Your Experience In These Areas |
Dates |
|
Working with
diverse populations (clients, students/staff) |
|
|
|
Communication
Skills (both oral and written) |
|
|
|
Learning new
software programs |
|
|
|
Prioritize multiple
tasks meeting multiple deadlines |
|
|
|
Maintain high degree
of confidentiality |
|
|
|
Experience working
independently |
|
|
|
Customer service
skills (working with the
general public) |
|
|
|
Complete tasks with
frequent interruptions |
|
|
|
Proofread/edit
documents |
|
|
|
Order supplies and maintain
inventory |
|
|
|
Billing |
|
|
|
Experience with
multi-line phones(s) |
|
|
|
Work in a team
environment |
|
|
|
Deal with difficult
customers/clients, students, faculty, or staff |
|
|
|
Basic arithmetic
skills |
|
|
|
Take meeting
minutes |
|
|
|
Direct the work of
others |
|
|
|
FILE
MAINTENANCE |
|
|
|
Alphabetic/Numeric |
|
|
|
Library |
|
|
|
Cross
Reference |
|
|
|
Establish,
Revise, Update and Maintain filing systems |
|
|
Put an X in the
appropriate boxes for both the term (number of months) and percentage of
full-time positions you are willing to accept.
(If
you do not mark a box/boxes in the Term or Percentage section, we will place
your application in the 12-month/100% category). Note: these positions will be located at various
CCS (SCC, SFCC, IEL, and District Administration) sites within Spokane
County. As the majority of positions are
12-months/100%, there is no guarantee that a position less than 12-months or
less than 100% will open within the six-month period that your application is
on file with us.
TERM:
9 months 9.5 months 10 months 10.5 months
11 months
11.5 months 12 months
PERCENTAGE:
50% 75% 80% 100%
SIGNATURE ___________________________________________________ DATE ______________