Corrections Administrative Assistant - IAA II

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 pccjobs.

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.

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://(Use the "Apply for this Job" box below)./

These qualifications, skills and abilities are critical for success in this position. Throughout the screening process, you will be evaluated based on the demonstration of these qualifications.

• 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…