Administrative Assistant 2

Administrative Assistant 2

Under general direction, the administrative assistant provides administrative support for the campus Director of Operations and maintenance. Responsibilities include: oversee office operations, monitor budgets, collect and analyze facility performance data, prepare reports and maintain records.

Duties and Responsibilities

• Perform general administrative duties for the Director such as: answer phones, screen inquiries, manage calendars, attend meetings and take meeting minute notes.
• Prepare and maintain administrative reports, division correspondence and email ensuring confidential material is always secure.
• Enter, maintain, and extract data in the computer maintenance management system pertaining to facilities work orders.
• Oversee the coordination and tracking of staff evaluation processes.
• Maintain department handbooks.
• Oversee key management and distribution. Maintain related records.
• Serve as administrator for Environmental Health and Safety learning management system HSI.
• Oversee purchase card accounts and purchase requisitions, following district policies and procedures for issuing cards and making purchases. Review and approve transactions and reconcile monthly statements.
• Pay Labor and Industry invoices (elevator permits, hazardous repairs/hazardous operations, Places of Assembly, compressed gas).
• Pay SFD Service Notices (fire alarm/sprinklers, range hoods, paint booths, hydrants (dry and wet)).
• Maintain distribution of payment vouchers for safety shoes issued for employees.
• Prepare vicinity travel reports.
• Assist with monitoring and tracking of department assigned budget.
• Other related duties as assigned.
• Model professional decorum and mutual respect in all personal interactions.
• Comply with district policies, procedures and directives, state and federal regulations, orders and statutes and collective bargaining agreements.
• Support and advance the Spokane Colleges strategic plan, and perform other duties as assigned.

* Indicates this is an essential duty.

Competencies

• Action Oriented
• Optimizes Work Processes
• Ensures Accountability
• Drives Results
• Collaborates
• Values Differences
• Communicates Effectively
• Instills Trust
• Demonstrates Self-Awareness
• Self-Development
• Nimble Learning
• Situational Adaptability

Learn more about our competencies.

Minimum Qualifications

• Proficient with Microsoft office suite to include but not limited to excel, PowerPoint and outlook.
• Ability to effectively organize multiple work assignments, involving competing priorities, to produce detail-oriented work with accuracy and meet deadlines.
• Excellent keyboarding skills and ability to take meeting minutes.
• Ability to coordinate, schedule, and manage space.
• Ability to maintain a high level of confidentiality.
• Ability to understand, track, monitor and reconcile budgets.
• Excellent interpersonal skills – the ability to create an effective working environment through positive interaction, clear communication, and recognition of the value of each individual.
• Excellent verbal and written communication skills.

Desired Qualifications

• Associate degree or higher in Office Administration, Business Administration, Public Administration, or related field.
• Two or more years of progressively responsible experience in office, secretarial, bookkeeping, accounting, or general administrative work.
• Knowledge of the computer maintenance management system, Directline.
• Knowledge of records management.
• Experience in a higher education setting.

Physical Requirements

• Work is performed in an office environment with frequent interruptions and background noise.
• Work is sedentary.
• Frequent use of computer and exposure to terminal screens.
• Visual focus and strain.
• Work directly with students/clients.
• Frequent repetitive hand/wrist motions and finger manipulation
• Frequent oral and auditory communication with others.

Conditions of Employment

• Full-time schedule (12 months, 40 hours a week)
• 6-month probation period.
• This position is overtime eligible.
• Criminal background check is required.
• This position is covered under a collective bargaining agreement. Membership is optional.

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 Spokane Colleges maintain 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 applicant's suitability and competence to perform in the position. Once an applicant is chosen for a position, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

Benefits Information

Medical, dental, life and long term disability insurance benefits are provided as currently administered under Public Employees Benefits Board; WA State Retirement Plan; vacation and sick leave begin to accrue at the rate of 11.33 hours vacation and 8 hours sick leave per month, upon employment. (For positions that are less than full time, leave accruals will be prorated to the percentage of the position.) This position is designated a bargaining unit position and union membership is not a condition of employment. Leave accruals and usage are governed by the WFSE collective bargaining agreement.

Public Employees Benefits Board

Additional benefits information

Required Application Materials

To qualify for consideration, applicants must meet required competencies and submit a complete application packet, which includes the following:

• Cover letter - addressing your qualifications relevant to the responsibilities of this position.
• Resume.
• References – the names, addresses, and phone numbers of three professional references.

For questions regarding a job application or the hiring process, or if you require an accommodation during the application or interview process, please contact HR at View email address on click.appcast.io.

Equal Opportunity Institution

Spokane Colleges provides equal opportunity in education and employment and does not discriminate on the basis of race, color, creed, religion, national origin, citizenship or immigration status, age, sex, pregnancy or related conditions, sexual orientation, gender identity or expression, marital status, genetic information, disability, veteran or military status, or use of a trained guide dog or service animal. Spokane Colleges complies with applicable federal and state civil rights laws, including Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, the Americans with Disabilities Act, and Washington state nondiscrimination laws.

Direct all inquiries or grievances regarding access, Title IX, ADA, equal opportunity compliance, and/or grievances to: Frederick Davis, MA Chief Human Resources Officer Spokane Colleges P.O. Box 6000, MS1004 Spokane, WA. 99217-6000 View phone number on click.appcast.io / View email address on click.appcast.io.