Administrative Assistant

Location: Spokane CC Main Campus Spokane

Department: SCC Facilities

Salary Range: $3,738 - $4,980

Starting salary for this position is: $3,738 (Monthly)

Employees hired at the entry step of this range receive salary step advancement after six months and every 12 months thereafter. An employee hired at anything higher than the entry step of the range will have salary step advancement after 12 months and every 12 months thereafter until they reach the top of the salary range. Each salary step advancement will be approximately a 5% increase.

Spokane Colleges is comprised of two accredited colleges, Spokane Community College (SCC) and Spokane Falls Community College (SFCC) serving Spokane, Stevens, Whitman, Ferry, and Pend Oreille Counties, as well as portions of Lincoln County. Both colleges are accredited by the Northwest Commission on Colleges and Universities and governed by the Washington State Board of Community and Technical Colleges.

Under general direction, the administrative assistant provides administrative support for the campus Director of Operations and maintenance.

Responsibilities include:

oversee office operations, monitor budgets, collect and analyze facility performance data, prepare reports and maintain records.

DUTIES AND RESPONSIBILITIES

• Perform general administrative duties for the Director such as: answer phones, screen inquiries, manage calendars, attend meetings and take meeting minute notes.
• Prepare and maintain administrative reports, division correspondence and email ensuring confidential material is always secure.
• Enter, maintain, and extract data in the computer maintenance management system pertaining to facilities work orders.
• Oversee the coordination and tracking of staff evaluation processes.
• Maintain department handbooks.
  • Accident Prevention
  • Managerial Directives
  • New Employee Safety Handbook
• Oversee key management and distribution. Maintain related records.
• Serve as administrator for Environmental Health and Safety learning management system HSI.
  • Weekly status reports
  • Monthly personnel evaluation report
• Oversee purchase card accounts and purchase requisitions, following district policies and procedures for issuing cards and making purchases. Review and approve transactions and reconcile monthly statements.
  • Pay Labor and Industry invoices (elevator permits, hazardous repairs/hazardous operations, Places of Assembly, compressed gas).
  • Pay SFD Service Notices (fire alarm/sprinklers, range hoods, paint booths, hydrants (dry and wet)).
  • Maintain distribution of payment vouchers for safety shoes issued for employees.
• Prepare vicinity travel reports.
• Assist with monitoring and tracking of department assigned budget.
• Other related duties as assigned.
• Model professional decorum and mutual respect in all personal interactions.
• Comply with district policies, procedures and directives, state and federal regulations, orders and statutes and collective bargaining agreements.
• Support and advance the Spokane Colleges strategic plan, and perform other duties as assigned.

* Indicates this is an essential duty.

• Action Oriented
• Optimizes Work Processes
• Ensures Accountability
• Drives Results
• Collaborates
• Values Differences
• Communicates Effectively
• Instills Trust
• Demonstrates Self-Awareness
• Self-Development
• Nimble Learning
• Situational Adaptability

• Proficient with Microsoft office suite to include but not limited to excel, PowerPoint and outlook.
• Ability to effectively organize multiple work assignments, involving competing priorities, to produce detail-oriented work with accuracy and meet deadlines.
• Excellent keyboarding skills and ability to take meeting minutes.
• Ability to coordinate, schedule, and manage space.
• Ability to maintain a high level of confidentiality.
• Ability to understand, track, monitor and reconcile budgets.
• Excellent interpersonal skills – the ability to create an effective working environment through positive interaction, clear communication, and recognition of the value of each individual.
• Excellent verbal and written communication skills.

• Associate degree or higher in Office Administration, Business Administration, Public…