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10 Jan 2023

Full-Time Secretary Senior – Facilities Services

recruitment@clark.edu – Posted by recruitment@clark.edu Vancouver, Washington, United States

Job Description

Description

Clark College is currently accepting applications for a full-time, permanent classified Senior Secretary (Operations Support) for the Facilities Services Department.  This position provides clerical and general office support to the campus and Facilities Services Employees.  This position reports to the Unit Operations Manager of Facilities Services.   All staff hired at Clark College are encouraged to embrace, continually support, and enhance social equity on our campus and in our community. Hours for this position are 8:00am to 5:00pm Monday through Friday.

At Clark, we value equity, diversity, and inclusion. We are committed to growing, learning, and supporting our employees.
Position Responsibilities

JOB DUTIES AND RESPONSIBILITES:

  • Provide clerical support to Facilities Services Department.
  • Follow established guidelines, respond to inquiries regarding department services and procedures, answer telephones, receive and refer visitors.
  • Provide office reception back up to the front desk, respond to inquiries from the campus, vendors, and employees of Facilities Services.
  • Communicate issues that need to be addressed regarding campus buildings to Facilities employees using handheld radios and base station.
  • Give clear and accurate information on Facilities Services college policies/procedures to the campus community.
  • Sort, file, and tabulate various documents and records; establishes and prepare new files or categories within established filing systems; enter and retrieve data using electronic files.
  • Perform data entry and maintain document files.
  • Maintain the confidentiality of records, and other data.
  • Compose emails, reports, and other documents.
  • Use electronic and manual processes to initiate purchase requests, work order requests, key requests, personnel actions forms, travel requests and travel expense vouchers.
  • Perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet and database software files, uploading/downloading, and creating footnotes and outlines; uses spreadsheet and database software to develop and maintain records. Prepares spreadsheets involving the development of formulas; combine files to create reports
  • Establish, revise, and maintain electronic and manual records and files.
  • Maintains records of incoming and outgoing correspondence and documents and follows up on work in progress.
  • Schedule meetings, reserve rooms using 25live software.
  • Assist with onboarding and offboarding of staff and service coordination.
  • Ability to maintain to manage and prioritize multiple tasks simultaneously.
  • Attend meetings on behalf of supervisor or work groups, represents supervisor or work group in supervisor’s absence.
  • Relay messages and instructions from the supervisor to others.
  • Perform other duties as assigned.

 

Qualifications

POSITION REQUIREMENTS AND COMPETENCIES:
Candidates will be evaluated based on application materials, including the supplemental questions and personal interview(s), and will be required to demonstrate competencies in the following areas:
 
Minimum Qualifications:

  • Education: high school graduation or equivalent
  • Experience: two years of increasingly responsible office experience
  • Computer Skills: proficient in using Microsoft Office Suite, including MS word, Excel, Outlook, SharePoint and specialized database Facilities Management systems and comparable software/systems.
  • Customer Service: provides service that consistently meets or exceeds the needs of students, colleagues, and the community. Builds and maintains internal and external customer satisfaction with the services offered by the college.
  • Interpersonal Communication and problem solving: effectively builds and maintains strong relationships with a variety of diverse people and uses intelligence, common sense, and tenacity to solve difficult or complicated challenges
  • Self-directed: ability to produce accurate and timely work with minimal supervision
  • Critical Analysis Skills: exhibits ability to identify issues and offer alternative solutions; informs supervisor of problems and identifies issues and alternation solutions
  • Vaccination requirement: Per Washington State Proclamation 21-14.1: college employees must be fully vaccinated. Your COVID-19 vaccine status must be validated by the Human Resources office prior to the commencement of work. Requesting a disability or religious exemption would be done through the Human Resources office. 

Job Readiness/Working Conditions:

  • Ability to work well with people of all ages from academically, culturally, and socioeconomically diverse backgrounds.
  • Ability to understand and carry out oral and written instructions.
  • Ability to communicate effectively with a diverse population
  • Ability to work at a computer workstation for long periods of time
  • Willingness and ability to maintain a positive and professional working relationship with colleagues in a fast paced, high-energy environment
  • Must exhibit good work attendance.
  • The initial appointment will include a 6-month probationary period and the employee will earn permanent status after successfully completing probation.
  • This position is represented by Washington Public Employees Association.
  • 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.

 

Supplemental Information

WHAT WE OFFER:

  • A healthy work/life balance for our employees with the opportunity for flexible work schedules and remote work depending on position and college needs.
  • McClaskey Culinary Institute offers fast, fresh, and healthy dining options for students, faculty, staff, and the community. The space, located in Gaiser Hall, features three kiosks, a full-service retail bakery and barista bar, grab-and-go items, and a student-run restaurant.
  • Coffee Lounge in Hannah Hall and Clark Café in Joan Stout Hall.
  • Campus bookstore offers snacks, apparel, and specialty supplies.
  • On-campus early childhood education care program (pending registration and availability).
  • Gym and recreation facilities available for membership.
  • Clark promotes wellness with a variety of different workshops and events.

SALARY/BENEFITS: 
Salary Range: $2,890-$3,734/month | Step A-L (commensurate with qualifications and experience) | Range: 35 | Code: 100T
Successful candidates typically start at the beginning of the salary range and receive scheduled salary increment increases.
Clark College offers an exceptional benefits package that includes vacation/sick leave; medical, dental, life and long-term disability insurance; retirement; and tuition waiver.

How to Apply

APPLICATION DEADLINE:   Required application materials must be completed and submitted online by 3 p.m., January 31, 2023.   REQUIRED ONLINE APPLICATION MATERIALS:
  • Clark College online application
  • Current resume, with a minimum of three (3) references listed
  • Cover letter describing background and experience related to qualifications and responsibilities of the position
  • Responses to the supplemental questions included in the online application process
Please apply online at www.clark.edu/jobs To contact Clark College Human Resources, please call (360) 992-2105. DISABILITY ACCOMMODATIONS Upon request, accommodations are available to persons with disabilities for the application process. Contact Human Resources at (360) 992-2105 or by video phone at (360) 991-0901. SECURITY The security of all the members of the campus community is of vital concern to Clark College. Information regarding crime prevention advice, the authority of the Security/Safety Department, policies concerning reporting of any crimes which may occur on or near college property, and crime statistics for the most recent 3-year period may be requested from the Clark College Security/Safety Department, (360) 992-2133 or security.requests@clark.edu. The most recent Annual Security Report, written in compliance with the Clery Act, can be reviewed here: http://www.clark.edu/campus-life/student-support/security/report.php. ELIGIBILITY VERIFICATION If you are hired, you will need proof of identity, and documentation of U.S. citizenship or legal authorization to work. CORRECTIONS OR EXTENDED NOTICES  Corrected or extended notices will be posted online and in the Human Resources Office. Clark College’s Office of Diversity, Equity, and Inclusion (ODEI) supports individuals with their academic, personal, and professional development, as well as provides training and educational resources for all members of the college community around diversity, inclusion, power, privilege, inequity, social equity, and social justice. The college offers further professional development for our employees through opportunities such as Employee Resource Groups, Social Justice Leadership Institute, Cross Institution Faculty of Color Mentorship program, Administrators of Color Leadership Program, and Faculty and Staff of Color Conference. Clark College values diversity and is an Equal Opportunity Employer and Educator. Protected group members are strongly encouraged to apply.  Clark College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, honorably discharged veteran or military status, citizenship, immigration status or use of a trained guide dog or service animal. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). The college considers equal opportunity, affirmative action, and non-discrimination to be fundamental to the mission, vision and values of the college. All faculty and staff hired at Clark College are encouraged to embrace, continually support and enhance social equity on our campus and in our community. The college provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following person has been designated to handle inquiries regarding non-discrimination policies, Title II and Title IX, and Affirmative Action: Gerald Gabbard, Director of Labor and Compliance, 360-992-2317, ggabbard@clark.edu, 1933 Fort Vancouver Way, Baird 142, Vancouver, Washington 98663. Clark College is a smoke-free/drug free environment.  This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice.    Clark College Human Resources January 10, 2023 22-00180

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: administrative, assistant, Education, Facilities, and Secretary.

Job expires in 61 days.

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