"Corrections Administrative Assistant - IAA II"

Corrections Administrative Assistant - IAA II

Company: Portland Community College

Job Location: Portland, 97280-0990

Category: Administrative Assistants

Type: Full-Time

Portland Community College is the largest post-secondary institution in Oregon... [full intro text, but to keep concise, main parts]

Classified - Full Time
5 days a week at Coffee Creek Correctional Facility
This position is grant funded, continuation of this position depends on grant funding.

What You'll Do and Who We Are Looking For

Provides a full range of complex administrative support for the Corrections Education program. The emphasis is on administrative tasks involving finances, payroll, documentation of policies and procedures, interfacing with college systems (i.e. Workday, Banner), organization (i.e. calendars), and HR paperwork.

• Problem solving among staff, partners, and students.
• Budget creation and tracking - Track and monitor budget and/or grant expenditures, reconcile against budget reports in cooperation with the finance department.
• Workday & Banner - Input, extract, and present data in a useful format (reports) for decision making or information purposes.
• Payroll - Help to resolve payroll issues (e.g. paper timesheets), create EPAFs, work with HRIS to correct problems, quality check payroll process, track instructor work days, sick days, and other attendance per the bargaining agreements.
• Policies, Procedures, and Records - Assist with the development of and type correspondence, policies, and procedures, reports, contracts, instructional materials, time cards, and spreadsheets. Coordinate and attend department meetings. Take minutes and distribute.
• Class Schedules - Verify information and assist coordinator in resolving room assignment issues. Assist with scheduling call outs in the DOC 400.
• Recruitment, hiring, and evaluation - Assist coordinator in preparing and sending instructor evaluations with corresponding instructions and materials.
• Purchasing - Place orders with multiple vendors in support of all programs. This involves collecting orders from staff and AIC clerks, obtaining quotes if necessary, placing and paying for the order, ensuring all items are received, and resolving discrepancies and arranging for credits.
• GED/ABSD - Send CRN's to the team before each term. Special Projects as needed (i.e. creation of answer sheets for new SIMS pre-test.)
• Cosmetology support - Enter callouts for product pick up-weekly. Deliver products to minimum-weekly. Work with the clerk to resolve order issues. Enter staff client record from staff tickets. Prepare and deliver deposits to accounting. Work with coordinator to resolve tickets/money discrepancies.
• Eyeglass Support - Institution invoicing and statements, shipping, maintaining accurate records, and communicating with DOC finance. Pickup and delivery of CCCF repairs, pick up lenses/frames/repairs from mailroom. Quality check and pay monthly statements with optical vendors, determine and collect credits. Register students for certifications annually and arrange payment.

See the classification description for additional information: PCC IAA II Classification

Success Criteria

• Corrections experience or other personal or professional experience that demonstrates the ability to maintain healthy boundaries, guard against manipulation, uphold security practices, and exercise good judgment in uncertain situations.
• Demonstrated ability to successfully work self-directed as well as collaborate and quickly build effective rapport with a variety of staff, students, and stakeholders from multiple agencies.
• Strong multi-program support coordination, problem solving, and conflict resolution skills.
• Experience supporting and motivating adult learners from diverse ethnic, cultural, and socio-economic backgrounds, as well as redirecting resistance.
• Demonstrated ability in developing systems to support team objectives while positively navigating and motivating change through flexibility, adaptability, and patience.

Minimum Qualifications

• High school diploma or equivalent and three years of administrative support experience or one year in a position equivalent to IAA I.
• 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.

Work Environment and Physical Requirements

Work is generally performed in an office environment with frequent interruptions or changes in work flow.

Occasional lifting, guiding, or carrying of light-weight materials or equipment may be required.

Position involves sitting for extended periods of time while working at a computer terminal. Learned physical skill is required to perform keyboarding and/or ten-key functions.

Position Grade: Classified 17 (A)

Employment Type: Full time