Corrections Administrative Assistant - IAA II

Portland Community College • Wilsonville, OR

28d • Onsite

About The Position

Join our Team at Portland Community College Portland Community College is the largest post-secondary institution in Oregon and 19th largest in the nation, serving approximately 80,000 full- and part-time students. PCC, which is roughly the size of Rhode Island, has four comprehensive campuses, five workforce training and education centers, and 200 community locations in the Portland metropolitan area. Wherever you're coming from and wherever you're going in life, Portland Community College has the classes and programs to get you there. Our unique role is to make high-quality education accessible to everyone, creating opportunities for our students and contributing to the economic development of our community. Portland Community College embraces equity and inclusion as a priority. We are committed to building a community with a variety of backgrounds, skills, views, and life experiences. The more we value equity and inclusion, the more we will add value to the work we do and how we serve our students, engage with each other, and the Oregon Community that we serve. Creating a culture that honors equity and inclusion is our objective and the smart path forward. Portland Community College will ensure that applicants requiring reasonable accommodation for the hiring process are provided for. If reasonable accommodation is needed, please contact the PCC Talent Acquisition Team at [email protected]. Please Note: PCC currently limits employment to individuals residing in Oregon and Washington. Employment offers are contingent upon the ability to establish residence in Oregon or Washington. 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 Corrections Administrative Assistant - Instructional Admin. Assistant II: 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: https://www.pcc.edu/hr/employment/classified-jobs/iaa-2/

Requirements

• 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.

Nice To Haves

• 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.

Responsibilities

• Provides a full range of complex administrative support for the Corrections Education program.
• Track and monitor budget and/or grant expenditures, reconcile against budget reports in cooperation with the finance department.
• Input, extract, and present data in a useful format (reports) for decision making or information purposes.
• 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.
• 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.
• Verify information and assist coordinator in resolving room assignment issues.
• Assist with scheduling call outs in the DOC 400.
• Assist coordinator in preparing and sending instructor evaluations with corresponding instructions and materials.
• Place orders with multiple vendors in support of all programs.
• Send CRN's to the team before each term.
• Enter callouts for product pick up-weekly.
• Deliver products to minimum-weekly.
• Enter staff client record from staff tickets.
• Prepare and deliver deposits to accounting.
• 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.

Benefits

• Comprehensive benefit package
• Oregon PERS contribution
• Tax deferred annuity program and a deferred compensation program
• Tuition waiver for you, your spouse/domestic partner, and dependent children under 24 years of age, as well as partial tuition reimbursement for full-time employees at other accredited institutions
• Free access to the sport centers / campus gymnasiums, performing arts, and cultural events
• Conference and Event Rental Space - Employees receive 50% off when on-campus for personal events
• Paid Leave (Pro-rated by FTE for Part-Time Employees) reference Classified Agreement o Starts at 8 hours of vacation leave per month (additional vacation hours with years of service) o 1 day of sick leave per month o 12 paid holidays o PCC Winter Break (when College is Closed) o 24 hours of personal leave per year

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees