Department Assistant at Treasure Valley Community College (OR) – Ontario, Oregon

Located at the Snake River Correctional Institute, this position will provide secretarial and administrative support for SRCI Building Construction Technology program, 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 BCT travel for staff, departmental purchasing and monitoring BCT budget.

Research needed shop items, request pricing from vendors, submit purchase requisitions to college; identify approved orders and track products on arrival at site; and reconcile purchase orders with receipts. Submit requisitions for payment to vendors. Maintain vendor and customer files.

Assist with inventory control of supplies and materials. Monitor BCT budget and assist with reconciliation and preparation.

Answer the telephone and greet visitors. Determine purpose, respond to inquiry, direct to appropriate person or agency, or take messages as appropriate. Coordinate site visits of outside stakeholders.

Oversee AIC NCCER participation, including proctoring exams, maintaining module completion data and communicating with stakeholders on the AIC’s behalf when required.

Perform a wide variety of clerical tasks, including: order text books, maintain adequate levels of supplies for BCT program; 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 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.

Assist students, staff, vendors, customers and others with their questions and concerns.

Utilize computer, multi-line phone, and calculator to process information for storage and disbursement; use Microsoft Office, AS400 Database, Individualized Education Database (IED), TVCC Jenzabar, and other industry-specific software applications.

Process, answer, and circulate AIC (adult in custody) communications pertaining to the BCT (Building Construction Technology) program; screen potential applicants; schedule tours and interviews; administer placement tests; submit for security approval; work with Institution Work Programs for placement into program; and maintain student and worker files.

Co-chair yearly graduation with the Administrative Specialist. Prepare BCT graduate portfolios and send out upon release of AIC to community. Ensure program completions are appropriately recorded in necessary DOC and TVCC systems.

Provide oversight of AIC workers and students in classroom and shop when required.

Participate on College and DOC committees and in staff meetings, professional meetings, and other appropriate meetings/committees.

Process payments including managing cash during events at Sumpter, Oregon.

Understand and abide by DOC, SRCI, and TVCC policies and regulations. Assume decision making responsibilities within scope of authority in absence of Shop Supervisor as necessary.

Respond to emergency situations within the education department which requires wearing body alarm or radio. Follow all safety rules and procedures for work areas.

MANDATORY: High School Diploma or equivalent plus minimum two years of clerical experience; or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties. 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 required.

PREFERRED: Associate’s degree or Completion of Automated Office Procedures Certificate Program. Previous experience working within a community college and/or correctional facility.

SPECIAL: Must be able to pass and maintain security clearance and be approved to enter Oregon Department of Corrections facilities.

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.

This position is completely dependent upon sufficient available funds from OR DOC to support the position and is subject to termination in accordance with the terms and conditions of the Intergovernmental Cooperative Education Services Agreement between TVCC and DOC. SRCI is a drug free/tobacco free institution.