Office Assistant 3 – Head Start Administrative Office

DESCRIPTION

CCS DISTRICT EQUITY STATEMENT
CCS believes that access to high-quality education in a safe and inclusive environment is the right of all individuals and imperative for the continued advancement of a strong democracy and workforce.

We also believe higher education institutions have an obligation to work toward and demonstrate progress in ensuring equity amongst their students, faculty, and staff.

Equity is grounded in the principle of fairness.

In higher education, equity refers to ensuring that each student receives what they need to be successful through the intentional design of the college experience.
Please be aware that this recruitment closes at 4:00 p.m.

PST.

The application process will not be available after this time.

To ensure consideration make sure your application is completed and submitted as soon as possible.

Applications will only be accepted prior to 4:00 p.m.

on the closing date.

The Community Colleges of Spokane is seeking a highly motivated and qualified individual for the position of Office Assistant in the Head Start/ Early Head Start Division.
GENERAL DEFINITION
Under general supervision of the Administrative Assistant, this position will provide clerical support for the Head Start/ECEAP/EHS program located at the Esmeralda Administrative Office.

Responsibilities include: receptionist duties, processing travel and training requests, recording meeting minutes, scanning documents, entering information into databases, typing correspondence, maintaining electronic and hardcopy filing and recordkeeping systems, purchasing supplies and materials, responding to inquiries regarding the program and directing calls.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES
Perform front desk receptionist duties such as: answer telephones, greet visitors, respond to inquiries and make appropriate referrals to others within HS/EHS/ECEAP.

* Provide clerical support for travel and training e.g.

prepare and process vicinity travel, training requests, travel requests, meal requests and childcare vouchers for staff and parents.

Make room reservations and order food for trainings.

Enter staff training information into database and print reports as required.

* Provide clerical support to the HS/ECEAP/EHS program.

Perform word processing tasks such as: merging and sorting, integrating text with graphics, developing and maintaining spreadsheet and database files (using ChildPlus) for recordkeeping purposes, processing mailings, and creating and sending calendars.

* Perform Purchasing Card custodian duties: sign card in/out to staff, log transactions, review and code transactions, and reconcile invoices to statement.

Complete or process purchase requisitions and invoices.

* Perform clerical tasks for administrative office meetings.

Includes: maintaining room reservation calendar; updating committee lists; preparing and distributing meeting notices/agendas; copying handouts and reports; recording, transcribing, and distributing meeting minutes; creating and filing sign-in sheets.

* File program hard copy and electronic documents, and routine maintenance of program archive files under the direction of the Administrative Assistant according to state and federal records retention schedules.

* Order, receive, and maintain office and program supplies, equipment, and forms.

Prepare and/or process CCS and Head Start/EHS forms, e.g.

key requests, BIRs, and work orders and etc.

* Operate and maintain office equipment.

* Provide clerical support for Parent Policy Council preparations.

May assist in other Head Start/EHS locations as needed.

Model professional decorum and mutual respect in all personal interactions.

* 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 and union membership is no longer a condition of employment.

COMPETENCIES & OTHER REQUIREMENTS

REQUIRED COMPETENCIES (MINIMUM QUALIFICATIONS)
Receptionist and/or office assistant experience.

Experience working with a purchasing card, expense reports, and travel arrangements.

Customer service experience.

Proficient in spelling, punctuation, sentence structure and grammar.

Excellent verbal, written, and interpersonal communication skills.

Working knowledge of general office equipment.

Experience using computers and spreadsheets, database and word processing software (prefer Microsoft Office).

Ability to use a multi-line phone system and possess proper phone etiquette skills.

Ability to organize multiple work assignments involving competing priorities to produce work that is accurate and meets deadlines.

Ability to work independently in the absence of a supervisor and as a member of a team.

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.

Demonstrated commitment to fostering and supporting a teaching, learning and working environment that honors diversity, equity and inclusion.

PREFERRED COMPETENCIES (DESIRED QUALIFICATIONS) Two (2) or more years office clerical experience, or equivalent.

Previous work experience with Head Start or ECEAP, child and family centered programs, and/or low-income populations.

Two (2) or more years of experience with specific software programs, e.g.

Child Plus, as well as automated/web-based purchasing systems.

Two (2) or more years experience with Microsoft Office products (e.g.

Word, Excel, Publisher, Outlook , etc.).

CONDITIONS/TERMS OF EMPLOYMENT

TOTAL COMPENSATION : $47,638.
Total compensation is an estimate based upon adding the following amounts together:

Base compensation, plus Current employer-paid health and related benefit contribution rates, plus 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 applicants 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.

Occasional kneeling, stooping, and lifting.

Frequent repetitive hand/wrist motions.

Occasional to frequent change in position from sedentary, standing, stooping and walking.

Frequent use of computer and exposure to terminal screens.

Work involves constant interruptions and requirement to answer on demand questions by phone, in person, or electronically.

CONDITIONS OF EMPLOYMENT
Cyclic schedule (less than 12-months/40-hours a week).

This position is overtime eligible.

6-month probationary period; may be extended up to 12 months.

Post-Offer medical exam which includes tuberculin screening and submission of documentation indicating Measles, Mumps & Rubella (MMR) vaccination or immunity.

Criminal history/child abuse information check at employment.

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.

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 attachments 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 o