Overview
Administrative Specialist Jobs in Ontario, OR at Treasure Valley Community College
POSITION SUMMARY: Located at the Snake River Correctional Institution, this position will provide secretarial and administrative support for SRCI and Warner Creek Correctional Facility (WCCF) education programs, including word processing, telephone, and greeting visitors to the facility, providing program information to staff and Adults in Custody (AIC), responding to AIC correspondence, filing, coordination of training for staff, departmental purchasing and monitoring budget.
QUALIFICATIONS
MANDATORY: Associate’s degree plus at least two years of office management experience; any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties. Advanced knowledge of office practices, operation of office equipment, including applications of software sufficient to instruct in their proper use, general accounting practices, appropriate telephone etiquette, spelling, business English, and grammar. Must be self-motivated, have organizational skills, and the initiative to work independently to meet deadlines. Must have effective oral and written communication skills. Must be or become familiar with policies and programs related to department served. Security access to SRCI is required.
PREFERRED: Completion of Automated Office Procedures Certificate Program or Associate Degree in office curriculum. Previous experience working within a community college and/or correctional facility. Previous “lead” or supervisory experience.
SPECIAL: Must be able to pass and maintain security clearance and be approved to enter Oregon Department of Corrections facilities.
ESSENTIAL FUNCTIONS
Oversee and coordinate administrative operations within the facility, serving as the acting Director in the Director’s absence. Responsibilities include employee management and discipline, oversight of the ABSD and Pell programs, and decision-making on daily institutional activities. Maintain a thorough understanding of the Collective Bargaining Agreement applicable to certain employees within the institution and be prepared to enforce the provisions of said agreement.
Assist the Director with budgeting, procurement, and financial reporting.
Ensure compliance with State and Federal regulations and College policy.
Coordinate instructional activities and personnel with instructors, supervisor, and students, to fit with instructional equipment and facilities. Coordinate activities and information with outside and community agency personnel as needed. Manage staff records, payroll processing, and benefits coordination.
Serve as the primary liaison between the Oregon Department of Corrections (ODOC) and TVCC, ensuring effective communication and coordination. Make prompt decisions regarding the health and safety of staff and Adults in Custody (AICs) based on information received from ODOC.
Access and assess confidential student information in Jenzabar to determine students’ suitability for a program. Create reports from data contained in the Jenzabar program.
Handle sensitive and confidential documents, including inmate records and educational records.
Represent the College in multidisciplinary meetings, providing expertise and guidance.
Assess and make decisions regarding a student’s eligibility to continue in the educational program based on relevant factors and institutional policies.
Answer the telephone and greet visitors. Determine purpose, respond to inquiry, direct to appropriate person or agency, or take messages as appropriate.
In consultation and coordination with TVCC Human Resources staff, perform and coordinate duties related to the recruitment, selection, hiring, training, and termination of all TVCC faculty and staff at SRCI. Submit payroll work authorizations for all department staff. Coordinate and disseminate information regarding staff training.
Assist with reconciliation and preparation of monthly DOC billings.
Oversee AIC correspondence courses, including meeting with AIC’s to initiate approval process, requesting approval through ODOC staff, proctoring tests and communicating with colleges on the AIC’s behalf when required.
Perform a wide variety of clerical tasks, including: order text books, maintain adequate levels of office supplies, forms and booklets; maintain a variety of hard copy and computer files and records; type a variety of documents from rough drafts and verbal instruction; prepare information packets; sort, stamp and distribute incoming mail; photocopy documents; send facsimile transmissions; prepare outgoing mail; arrange for pickup and delivery of mail, books and supplies to/from TVCC; etc.
Co-chair yearly graduation with WBE Department Assistant and coordinate overall schedule of all graduation activities.
Understand and abide by DOC, SRCI, and TVCC policies and regulations. Assume decision making responsibilities within scope of authority in absence of Director of Correctional Education as necessary.
Respond to emergency situations within the education department which requires wearing pager or body alarm. Follow all safety rules and procedures for work areas.
WORKING CONDITIONS
The work site is within a correctional facility. The actual office environment is typical of most offices. The noise level in the shop is loud and may require hearing protection. The position is funded by an intergovernmental cooperative service agreement contracted with Oregon Dept. of Corrections. The person staffing this position will work within the confines of Snake River Correctional Institution and must pass all security screening criteria as established by the OR DOC and SRCI prior to and during the term of employment.
TERMS OF EMPLOYMENT
This is a full-time, Professional (grant funded), exempt position.
BENEFITS
Benefits include medical insurance for employee and eligible dependents, Oregon retirement plan as well as 160 hours of annual vacation leave, 16 hours of annual personal leave and 8 hours per month of sick leave accrual.
APPLICATION PROCEDURE
A complete application file consists of the following:
· A letter of interest stating how you are qualified to perform the duties of the position.
· A resume
· College transcripts, if any (copies are acceptable at this time)
· A TVCC application for employment. A pdf fillable application may be downloaded at www.tvcc.cc/hr/jobs.cfm
· If applicable, a completed DD Form 214 in order to establish veteran preference per OAR 839-006-0445 and OAR 839-006-0450(3)
APPLICATION SUBMISSION: All application materials should be submitted or mailed to: [email protected] or Human Resources, Treasure Valley Community College, 650 College Boulevard, Ontario, OR 97914.
Job Type: Full-time
Pay: $48,000.00 per year
Benefits:
Dental insurance
Health insurance
Life insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
Monday to Friday
Work Location: In person
Title: Administrative Specialist
Company: Treasure Valley Community College
Location: Ontario, OR
