Administrative Assistant 3 Manufacturing & Trades

Salary : $40,512.00 - $53,964.00 Annually
Location : PSNS, WA
Job Type: Full-Time Classified
Job Number: 23-24-C9
Department: B&T PSNS
Opening Date: 10/31/2023
Closing Date: 11/30/2023 11:59 PM Pacific
Description
Administrative Assistant 3 - Manufacturing & Trades
Salary: $40,512 - $53,964
Classification: Administrative Assistant 3
Reports to: Dean of Manufacturing & Trades
Priority consideration will be given to quality candidates who apply by November 15, 2023
Olympic College is seeking to hire a fulltime classified Administrative Assistant 3 in our Manufacturing & Trades department. This position provides primary support to the Dean of Manufacturing Trades and the Program Manager. This position performs a variety of administrative and secretarial support duties including coordination of the Dean's calendar and management of office reception operations. This position also serves as the first point of contact for students and the public, requiring exemplary customer service skills and the ability to explain complex federal, state and college policies, procedures, and regulations. This position exercises independent judgment in applying those rules and regulations and is responsible for multiple major program activities under a second-line supervisor.
Essential Functions

• Participates in budget preparation, expenditure control, equipment purchases, tracks and maintains supplies and purchase documentation; collects receipts and invoices, and scans them into ctclink accounts, and oversees records management and report preparation.
• Independently organize and perform work related to program operations that are periodic in nature and assist with daily operations.
• Coordinate with the Program Manager to support the front office and assist with daily departmental operations.
• Advise students, staff, and the public regarding information and interpretation of college policies and activities related to enrolling students in the Helper and Apprentice Programs.
• Assists the Dean and Program Manager with research projects and running reports.
• Provide exceptional customer service via face-to-face, email/e-chat, other web-based methods, and outbound service calls as needed given the complexity of the issues.
• Interface daily with PSNS Apprentice and Helper Program Coordinators, responding to inquiries and researching program and college information.
• Manage walk-in traffic to the office, answering questions, answering the phone, troubleshooting problems or directing them to Program Manager or Dean as appropriate.
• Provide direct administrative support to the Dean and Program Manager including scheduling meetings and appointments and maintaining the Dean's calendar.
• Assist with travel arrangements and documentation for department Dean and faculty.
• Support the tenure process of all tenure-track faculty at PSNS or in Manufacturing/Trades programs, including tracking documentation, sending reminders to tenure committee members and the probationer, scheduling meetings and uploading documents in the Canvas site for each tenure committee.
• Prepare agendas and keep accurate meeting minutes including tenure meetings, and other documents and records for meetings, projects, and initiatives of the office.
• This position responds to inquiries that require substantive knowledge of office, program and departmental policies and procedures.
• Interface with the college HR department to assist in the coordination of screening committees and administrative responsibilities for processing new hires for the Manufacturing and Trades departments, including PSNS.
• Establish, review, research and document operating procedures and issues, and develop solutions and/or recommendations.
• Serves as a liaison between supervisor and other staff members, transmitting assignments and requesting status information.

Qualifications
Minimum Qualifications

• High School Diploma or equivalent
• One year of experience in an Administrative Assistant role.
• Microsoft Office

Preferred Qualifications

• Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Experience working in a community college.
• Experience with Student Management Systems and/or databases.
• Experience with website content management systems.
• Experience recording meeting minutes.
• One (1) year supervisory experience.

Successful applicants will

• Be a positive and productive member of the division and college-wide team.
• Produce detailed work quickly and accurately.
• Learn and become proficient in college-specific software.
• Demonstrate excellent oral and written communication skills.
• Prioritize competing demands and responsibilities.
• Multi-task in a potentially noisy environment with frequent distractions and interruptions.
• Demonstrate excellent interpersonal skills to collaborate and build rapport with colleagues, staff, and students as part of an educational team.
• Work independently, with minimum supervision in an environment that requires flexibility.
• Provide excellent customer service in a diverse community.
• Interact successfully with individuals and groups representing a wide range of diverse cultural, geographic, and socioeconomic backgrounds.
• Demonstrate an understanding of and commitment to the Olympic College mission, vision and values.
• Demonstrate a commitment to ethics, integrity and sound professional judgment.

Additional Information
Terms of Employment
This is a full-time classified position scheduled to work 40 hours a week, with a salary range of $40,512-$53,964. Most classified positions will start their salary at Step A, when you have completed six months of probation, you will receive a 5 percent pay increase. A collective bargaining agreement exists, and this position is covered by the Washington Public Employees Associate (WPEA) Union.
Classified positions qualify for the following benefits:
Medical/vision, dental, long-term disability, life insurance, and accidental dismemberment, Flexible Spending Arrangement, Dependent Care Assistance Program, Wellness Programs, Department of Retirement Systems Plan 2 or Plan 3, Deferred Compensation Program (DRS) retirement savings plan; TIAA supplemental retirement savings plan, Aflac, 11 paid holidays, leave - vacation/sick/personal holiday/personal leave, auto/home insurance, space available tuition waiver, Employee Assistance Program (EAP), fitness center, reduced rate and priority consideration on-site child care on a space available.
For more information regarding benefits, please visit our website.
Conditions of Employment

• Must be able to gain security clearance to work in a controlled industrial area, including a federal criminal background check and proof of identity and documentation of U.S. citizenship with either a U.S. Passport or certified U.S. birth certificate, or N-550 Certificate of Naturalization.
• The employee may be required to lift and carry supplies and equipment of up to 30 pounds.
• This position is in an office environment at the Bremerton campus, Puget Sound Naval Shipyard (PSNS) and Intermediate Maintenance Facility (IMF). It requires the employee to move across PSNS and IMF, up to a half mile in an industrial setting to reach the job site.
• 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. In addition to the background check, candidates will be required to complete the Sexual Misconduct Disclosure Form as required WB HB 2327.
• Olympic College seeks candidates for employment who share our commitment to fostering an equitable and inclusive learning environment (read our ). All applicants are required to submit a statement of 500 words or less, describing the value of diversity, equity, and inclusion in the higher education environment and their prior, current, and/or potential contribution(s) to fostering diversity, equity, and inclusion as an employee.

How To Apply
To be considered for this position a candidate must apply online through the Olympic College website and submit the following required materials:

• Olympic College Online Application
• Resume
• Cover Letter - in your cover letter describe how your experience sets you apart for this position.

EEO Statement
Olympic 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, or status as a veteran of war. Olympic 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 people have been designated to handle inquiries regarding non-discrimination and accommodation policies: Carroll McWhorter, 360-475-7301. This recruitment announcement does not reflect the entire job description and can be changed or modified without notice.
Benefits include vacation, sick leave; medical, dental, life and long-term disability insurance; retirement; and tuition waiver.
01
Do you have a High School Diploma or equivalent?

• Yes
• No

02
Which best describes your years of clerical, secretarial or administrative support experience?

• Less than 1 year
• More than 1 year and less than 2 years
• More than 2 years and less than 5 years
• More than 5 years

03
Do you have supervisory experience?

• Yes
• No

04
Which best describes your experience working in a community college or higher education setting?

• None
• Less than 2 years
• 2 - 5 years
• More than 5 years

05
Please indicate your experience level with Microsoft Office Suite including Word, Excel, and Outlook.

• Beginner
• Intermediate
• Advanced

06
Do you have experience with database software?

• Yes
• No

07
Do you have experience taking meeting minutes?

• Yes
• No

08
Do you have experience in organizing and managing a comprehensive Website?

• Yes
• No

09
Please submit a statement of 500 words or less, describing the value of diversity, equity, and inclusion in the higher education environment and your prior, current, and/or potential contribution(s) to fostering diversity, equity, and inclusion as an employee.
Required Question