Website Central Oregon Community College
Primary Purpose
The Administrative Assistant Provides general office functions/support to the Director of Campus Services and to the whole Campus Services department, including Grounds, Maintenance, Custodial, Shuttle, and ADA issues.
Essential Duties and Responsibilities
General Functions:
- Act as main receptionist for Campus Services, greeting and providing customer service to employees, students, vendors, and guests.
- Answer phones and radio dispatch, schedule appointments, and process correspondence and mail. check requests, purchase orders, bid requests, filing, and ordering office supplies.
- Manage help desk and process work orders. Process key/FOB requests, issue/order keys, and maintain key records; program FOB’s for faculty/staff and Wickiup residents.
- Assist Campus Services Operation Coordinator in processing vehicle scheduling for COCC vehicles, processing outside rental vehicles, requesting DMV driving records for driving approval for Campus Services fleet, and processing driving approval forms and DMV reports.
- Create and maintain organized hard copy and electronic filing systems for easy retrieval, including monthly fuel usage records.
- Produce professional documents, charts, spreadsheets, and schedules using Microsoft Office products (Word, Excel, Access, Outlook, PowerPoint).
- Assist with coordination of shuttle transportation for registered ADA students. Update ADA schedule each term. Assist with coordinating classroom furniture accommodations for registered ADA students.
Business Processes:
- Implement and maintain correct billing procedures. Assure accurate accounting coding of invoices. Manage and process check requests, purchase orders, and bid requests.
- Prepare budget reports from Banner for all Campus Services departments; manage monthly billing reports & tracking for 508, FACFEE, and CARS.
- Prepare meeting agendas/minutes and assure appropriate distribution and filing. Attend safety meetings and prepare minutes. Coordinate committee meetings and oversee folder access.
- Assist Director of Campus Services with maintaining, updating, and cataloging building plans archive.
- Under the direction of the Director of Campus Services, arrange for temporary labor and verify billing for such personnel. File employee Leave Requests and submit to Payroll.
- Access 25Live for event and reservation information for use by Campus Services.
- Perform other duties and projects as they pertain to the overall objective of the position.
Knowledge, Skills and Abilities
Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.
- Ability to work and communicate effectively with faculty, staff, students and members of the public, both orally and in writing, using the English language with or without the use of an interpreter.
- Must be highly proficient in use of computer applications (Microsoft Office – Word, Excel, Outlook); able to use standard office equipment.
- Ability to create and maintain hard copy and electronic filing systems.
- Ability to track budgets and do basic bookkeeping duties.
- Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
- Exhibit professional phone skills and in-person customer service skills.
- Ability to refer emergencies to the appropriate staff member in the absence of the Director of Campus Services.
- Ability to take on small projects related to Campus Services and complete in a timely manner.
- Ability to maintain a neat, orderly, and efficient office environment to ensure professional and effective operations.
- Must demonstrate patience, resiliency, and prioritizing skills to complete required tasks efficiently.
- Must be able to maintain efficient office procedures while meeting simultaneous deadlines and fulfilling receptionist demands for various programs.
- Must be a self-starter and prioritize workload to accommodate time constraints.
- Ability to maintain confidentiality and security of documents and departmental personnel files.
Ergonomic Requirements
Working hours are regular, per the established work schedule. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities.
Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25lbs. All individuals are required to perform essential functions with or without reasonable accommodation.
Minimum Requirements
Education
- Associates Degree or completion of equivalent college-level coursework.
Experience
- Two (2) years of comprehensive office experience, employing effective skills in organization, budgeting, interpersonal communication, and computer-based technology.
Equivalency Statement
The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.
Preferred Requirements
Education:
- Bachelor’s degree
Experience:
- Work experience in a community college, school district or public entity.
- Experience with electronic scheduling system(s) such as Webviewer, Meeting Room Manager, Event Manager.
- Experience with Microsoft Project, blueprints and building documents.
