Administrative Assistant - Deer Ridge Correctional Institution

Position Details

Position Information

Position Title Administrative Assistant - Deer Ridge Correctional Institution Classification Title Classified Position Number B88PD Grade Level 17 Starting Wage/Salary $23.86 - $25.32/hour plus exceptional benefits. Wage placement is dependent on qualification and pay equity. Close Date Open Until Filled Yes Open Until Filled Notes Open until filled Position Type/Employee Class Classified Faculty Status Not applicable FTE 1.0 Contract Months 12 Overtime Eligible Non-Exempt Location Deer Ridge Correctional Institute Hybrid Remote Work Eligible? No Exceptional COCC Benefits Summary

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Primary Purpose

Provide clerical and administrative support for the Director of Corrections Education at Deer Ridge Correctional Institute and for all COCC education programs at Deer Ridge Correctional Institution (DRCI).

Essential Duties and Responsibilities

Administrative Support

• Provide clerical and administrative support for the Director of Corrections Education at Deer Ridge Correctional Institute to include work orders to facilities, maintenance and technology.

• Screen mail, telephone calls and potential visitors by providing information, resolving problems and responding to complaints on behalf of the Director.

• Perform fiscal responsibilities to include maintaining invoices, purchase orders, monitor expenditures in all cost centers at regular intervals, travel reimbursement and check requests for DRCI contract budget.

• Record data, produce reports, create forms, and correspondence. Communicate with campus staff to enter student registrations in Banner for federal reporting.

• Assist in processing procurement requests for COCC education programs at DRCI using state procurement guidelines. Coordinate purchase orders for COCC and DOC monthly.

• Work with policy, procedures and guidelines for COCC and the Department of Corrections (DOC).

• Follow up on information technology and facilities help desk tickets that are submitted on behalf of the staff in education.

• Function as an office assistant. Prepare written documents and forms; file; answer the telephone; photocopy; open mail and disperse.

Education Program Support

• Coordinate inmate education program registrations in the DOC 400 and Banner.

• Enter and track students using the Department of Corrections database and create sections and course numbers to track and maintain student information.

• Create and maintain tutor, clerk and student files. Enter data into COCC and DOC systems in a timely and accurate manner.

• Compile and enter confidential instructor evaluations.

• Provide instructional program support by procuring materials and supplies from sources both internal and external to the College. Monitor and order supplied for faculty and staff. Monitor and order paper for Deer Ridge education and computer lab. Order and monitor copy machine and supplies and trouble shoot as needed.

• Proctor correspondence course exams and deal with various college testing administrators.

• Assess students for CASAS testing and organize, schedule and proctor for placement exams totaling approximately 550 individual exams per year.

• Serve as backup to Director, testing coordinator and facilitate the classroom while instructor is unavailable.

• Assist in monitoring AICs (inmates) in the computer lab and resource room.

• Analyze and create CRNs to capture FTE for the college.

Program Coordination

• Participate in internal and external meetings to discuss objectives and/or resolve operational problems or issues to meet the Education Department goals and mission.
• Perform coordination responsibilities for the work load and work flow of a 38 inmate tutors, 5 inmate clerks and 32 inmate students.
• Stand in for Education Director in weekly Department of Corrections operations meeting, if requested by Education Director.
• Serve as liaison between Deer Ridge Correctional Institution Departments (Security, Inmate work programs, Health services, Mental Health, Kitchen, Housing units and Administration) and Education Faculty to include: classroom placements and work assignments.
• Catalog and track inmate tutor salaries, schedule current and future raises, follow PRAS point schedule to insure hours and pay balance.
• Keep track of volunteer programs.
• Monitor status of pending projects, initiates follow up with staff members regarding deadlines and keeps Director informed of progress.

Risk Management

• Work closely with security staff utilizing radio skills to maintain safety. Ensure that all inmates are in the location where they have been assigned within the Education building and that safety is maintained at all times.
• Evaluate situations or events utilizing independent judgement and refers as appropriate to Director or other department managers.
• Schedule all internal and external events for Deer Ridge Education, to include preparing and processing all event requests using proper contracts and protocol.
• Perform other essential duties as assigned.

Department Specific 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 refer emergency situations to the appropriate staff member in the absence of the Director of Education.
• Ability to work with diverse clientele, including adult inmate population, college staff, Department of Corrections staff and other education staff.
• Ability to use computer to record data, produce reports, create forms, and correspondence.
• Familiarity and skills with use of student registration system for federal reporting.
• Must be able to pass the security clearance and be approved to enter Oregon Department of Corrections facilities; this position is subject to the rules and regulations of the sponsoring agency.
• Ability to understand the policies and procedures of the college and the Department of Corrections as well as the program functions and requirements.
• Ability to use computer applications (Microsoft Office - Word, Excel, Outlook) and keyboard at a minimum of 55 wpm. Also, able to use other basic office equipment (fax, 2-way radio, pager, adding machine, copier, etc.).
• Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
• Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
• Must be able to demonstrate essential job functions outlined above.

Ergonomic Requirements

Regular office hours are 8 am to 5 pm during the workweek. Employee 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 the ability to write, read written materials and computer screens, and hold telephonic conversations. Occasional lifting up to 25 lbs. 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.

Must be able to pass a LEDS background check and gain and keep access to the Oregon Department of Corrections correctional facility.

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 Qualifications

• Bachelor's degree.
• Knowledge of Banner and instructional support processes.
• Work experience with community colleges, school districts, or public entities.

EEO Statement

The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.

This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.

In support of COCC's EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • What is your highest level of education?

• No High School Diploma or GED

• High School Diploma or GED

• Professional Certification or License (not a degree)

• Associates Degree

• Bachelor's Degree in Progress

• Bachelor's Degree

• Master's Degree in Progress

• Master's Degree

• Ph.D in Progress

• Ph.D

• Ed.D in Progress

• Ed.D

• J.D.

• M.D

• Other Doctorate Level Degree

• • Please describe how you meet the minimum requirements of two years of progressively responsible office experience, including the knowledge of office procedures and equipment.

(Open Ended Question)

• • We recognize the value of skills, knowledge, and experience gained outside of formal education and paid employment. Applicants who do not meet minimum education and/or experience requirements but possess other qualifications or experience they feel are equivalent are encouraged to apply. Check the applicable box(es) below and explain in the next question why your education/experience should be considered equivalent. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on the box or boxes you check, as we are committed to a fair and thorough evaluation process.

• I meet all minimum requirements (education and experience) listed for this position.

• I do not meet the minimum education degree requirement(s).

• My degree is not in the required stated area(s).

• I have less than the minimum years' experience in the area(s) required.

• • As a follow up to the previous question, explain how your education/experience should be considered equivalent to the minimum requirements. If you feel you meet all the stated minimum requirements, please put N/A. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on your response, as we are committed to a fair and thorough evaluation process.

(Open Ended Question)

• In support of COCC's commitment to diversity, equity, and inclusion, bilingual fluency in English and another language is considered a plus: Please list any languages other than English in which you are fluent (read and write).

(Open Ended Question)

• • Are you a U.S. military veteran? COCC provides qualifying veterans and disabled veterans with preference in employment. To receive veterans' preference in this recruitment process, you must upload either your DD214 and 215 (215 if applicable) or your certification that you expect to be honorably discharged from the military within 120 days. You will have the opportunity to upload the document(s) in the next step of this application process. If you have questions about what document(s) to provide, email MyHR@cocc.edu.

• Yes, I am a veteran.

• No, I am not a veteran.

• If you have identified yourself as a qualified veteran or disabled veteran by submitting your DD214 and DD215 (if applicable) form(s) as proof of veteran status, please describe any transferable skills earned during your military service that you feel relate to the requirements/preferences of this position.

(Open Ended Question)

• • COCC employees must work and reside in the state of Oregon. Are you currently residing in, or willing to relocate to, the state of Oregon by the start date of this position?

• Yes, I currently reside in or will reside in the state of Oregon by the start date of this position.

• No.

• • The College CANNOT provide support or sponsorship of any type for visa applications and related paperwork for employment purposes. To be considered, applicants must already be authorized to begin work in the United States, be able to arrive in the country, and maintain work eligibility without the College's sponsorship or support. Are you currently, or will you be, authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College's sponsorship or support by the position's start date?

• Yes, I am already or will be authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College's sponsorship or support by the position's start date.

• No.

• • Background checks are required for all employees of COCC. Should an offer of employment be made and accepted by you, you will receive an email from COCC / HireRight Screening requesting your consent and basic information to complete the check. The offer of employment will be conditional upon satisfactory completion of the criminal background check. Confirmed findings on a criminal background check will not automatically disqualify you from being hired into a position. Results are evaluated on a case-by-case basis, considering the job responsibilities and other risk factors. Additional information regarding COCC's criminal history check policy can be found online in the General Procedures Manual, Section HR-4-0. Please indicate here if you will provide consent to the criminal history check when requested by the College.

• Yes, I will provide my consent when requested.

• No, I will not provide my consent when requested.

Required Documents

Required Documents

• Resume/Vitae
• Cover Letter
• College Transcript 1 (unofficial)

Optional Documents

• US Military DD 214