Instructional Administrative Assistant III
Portland Community College - Portland, OR

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Title: Instructional Administrative Assistant III - Social Sciences Division (PCC Employees Only)

Requisition Number: 07712

Location: Sylvania Campus

Address: 12000 SW 49th Ave.

Hours of Work: 8 a.m. to 5 p.m. Monday -

Friday

Position Status:
Classified; Level 20; Full-time; Non-exempt

Starting Salary Range:
$3,160 to $4,882 per month

Job Close Date: May 29, 2012

Job Summary:
Only current Portland Community College Staff (other than "Student" and "Casual" employees) are eligible to apply for this opening.

To apply for this position you must submit:
1. Completed responses to the Required Questions from the Committee - scroll down to see "Required Questions" below - (Attach document)*

2. Completed online application

3. Cover Letter (attach document)*

4. Current Resume (attach document)*

  • When you apply for the position, you will be given an opportunity to attach the above documents. They may be attached in either "Microsoft Word" or ".pdf" formats.
  • Applicants selected for hire will be required to pass a criminal background check as a condition of employment
Responsibilities/Duties:
  • Coordinate a variety of technical, instructional, and administrative special projects as assigned. Seek critical information; develop documentation, and present final project and/or recommendations to supervisor.
  • As lead worker, coordinate the day to day activities of classified staff and student workers. Provide input to supervisor on performance evaluation. Interview and make recommendations in the hiring of student workers.
  • Provide training and orientation to new faculty members on such matters as college policies and procedures, budget administration, proper operation of email and voice mail, etc. Provide assistance and guidance on a variety of issues to faculty members.
  • Effectively operates all modules of college data base system, including inputting, extracting, and presenting data in a useful format to make effective decisions. Define and run a variety of reports as requested. Run Dean's enrollment report for assigned department or division, alerting supervisor of classes with low enrollment. Remove canceled classes from data base system.
  • Input all aspects of class schedule information into data base system. Create and verify all information prior to catalog print deadlines. Resolve room assignment issues. Develop and proof Schedule Proof for final approval.
  • Process time sheets and student payroll. Run reports to verify payroll is correct. Review employee records with multiple time cards and multiple pay rates for accuracy. Verify time sheets as needed to ensure faculty, staff, and student employees receive correct pay. Process payroll authorizations for full and part time faculty, casual, student, and administrative staff. Track instructor work days, sick days, and other special requirements set forth in bargaining agreements.
  • Reconcile expenditures and revenue transactions for assigned departments, including multiple cost centers (general, auxiliary and 4-fund accounts) against college data base budget reports. Process the transfer of monies as required to keep accounts balanced. Authorize limited budget expenditures up to authorized amount.
  • Assist in the development of and types correspondence, policies and procedures, reports, contracts, instructional materials, time cards, and spreadsheets. Maintains supervisor's calendar. Coordinate and attend advisory committee meetings, college meetings, or department meetings. Take minutes and distribute to participants.
  • Answer phones and greet the public and students/clients. Provide complex guidance, problem solving, and assistance to students/clients. Process petitions for graduation. Resolve complex office problems.
  • Process class book orders, ensuring adequate supply is available for enrolled students/clients. Order desk copies for instructors and division library.
  • Perform other related duties as assigned.
Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

Minimum Qualifications:
The education and/or work history sections of your online application form must demonstrate that you meet all of the following Minimum Qualifications. The information on the resume/cover letter will not substitute for the completed application.

  • High school diploma or equivalent.
  • Five years of administrative support experience or two years in a position equivalent to IAA II (College or business school training may be substituted for up to two years of the administrative experience requirement).
Other equivalent combinations of experience and training will be considered.

Knowledge of:
Contemporary office practices, procedures and techniques; spelling, vocabulary, math and grammar skills; use and operation of personal computers and associated standard office software, basic customer service standards and principles; other office resources and equipment including phones and telecommunications systems, fax machines, copy machines, TTY devices; general knowledge of the administrative requirement associated with delivering academic programs and services in an educational environment.

Ability to:
Develop and maintain effective working relationships; maintain a reliable and dependable attendance record; provide effective and responsive service to department customers and contacts; perform all assigned tasks efficiently and accurately and create and maintain accurate records; possess and demonstrate the required level of proficiency in desktop computers and other assigned software or electronic resources, including the Intranet and Internet, as assigned; learn and utilize Banner or other information systems and databases; create and maintain accurate and up-to-date records.

Work Environment and Physical Requirements

Work is generally performed in an office environment. Frequent work interruption or change in work flow.

Occasional lifting, guiding, or carrying of light-weight materials or equipment may be required. Sitting for extended periods of time while working at a computer terminal and the ability to bend, stoop, and crawl in troubleshooting office equipment failure or maintenance is required of incumbents in this classification.

ADDITIONAL INFORMATION:
  • This position is included in the bargaining agreement between Portland Community College and the Portland Community College Federation of Classified Employees (PCCFCE). Employment in this position will require, as a condition of employment, payment of monthly union dues or a monthly fair share fee in lieu of dues through automatic payroll deduction. Probationary period will be in accordance with Article 13 of the Classified Agreement. Current Classified employees are encouraged to review Article 15 for salary placement guidelines.
  • Portland Community College will hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to complete the designated Immigration Service Employers Verification I-9 form.
  • As an Affirmative Action, Equal Employment Opportunity institution, PCC is actively seeking qualified minorities, women, disabled veterans, veterans and individuals with disabilities to enhance its work force and to reflect the diversity of its student body. Applicants with disabilities may request accommodation to complete the application and selection process. Please notify Human Resources at least three (3) working days prior to the date of need.
Documents that must be associated with this posting:
Resume

Cover Letter

Responses to Required Questions

Documents which can be associated with this posting:
Veterans Documents

Full Time/Part Time Full Time

PCC Employees Only? Yes

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