Office Coordinator, Facilities

Linn-Benton Comunity Clg-Santiam; Albany (OR); On-site; USD 50,000; Full time

Job summary

Linn-Benton Community College seeks an Office Coordinator for administrative support in the Facilities Department. This position requires a high school diploma and at least four years of related work experience. Comprehensive benefits are offered along with an annual salary of $49,693.

Benefits

Medical Insurance for employees and dependents

Dental Insurance for employees and dependents

Vision Insurance for employees and dependents

12 paid holidays per year

11 Vacation days accrued per year

On-Site Discounted Childcare

Free tuition for employees and their dependents

PERS eligibility

Professional Development Funds

Free use of on-site fitness center

Qualifications

• Four years of clerical or office administration experience required.
• Prior experience at the college preferred.
• Certification to operate forklift required prior to use.

Responsibilities

• Independently performs complex clerical and administrative duties.
• Prepares reports, manages inventories, and coordinates departmental activities.
• Assists with budget preparation and financial monitoring.

Skills

Office practices

Bookkeeping

Customer relations

Organizational skills

Planning skills

Communication skills

Problem-solving skills

Education

High school diploma or equivalent

AA/AS degree in business, administrative assistant, or related area

Tools

MaintainX system

AutoCAD

Banner software

Job description

Please see Special Instructions for more details.

Please complete the online application and upload or attach the following required documents:

• Resume
• List of 3 Professional References

Transcripts from institutions outside of the United States must be accompanied by an international credential agency evaluation. Click here for a list of agencies who perform these services.

Information Regarding the Salary Placement Process:

According to the terms of the Collective Bargaining Agreement between LBCC and the Independent Association of Classified Employees ( IACE ), all Classified employees begin at Step 1 of the salary schedule, corresponding to the position’s grade. Placement at a higher step on the schedule is not negotiable, except by mutual written agreement of Association leadership and LBCC Human Resources. These exceptions are uncommon, and only granted in limited circumstances.

The Office Coordinator position is graded as a Grade 16. Step 1 on the Classified salary schedule for this grade is $49,693. Progression on the salary schedule is subject to the terms and conditions laid out in the IACE Collective Bargaining Agreement. Click here to view the current agreement , including the negotiated salary schedules by fiscal year.

As a part of your total compensation, LBCC is pleased to offer comprehensive benefits, including:

• Medical Insurance for employees and their dependents
• Vision Insurance for employees and their dependents
• Dental Insurance for employees and their dependents
• 12 paid holidays per year
• 11 Vacation days accrued per year
• 8 Hours of Sick Leave accrued per month
• On-Site Discounted Childcare
• Free tuition for employees and their dependents
• PERS (Public Employees Retirement) eligibility, with LBCC paying the 6% employee contribution
• Professional Development Funds
• Free use of on-site fitness center

Additionally, please note:

• As a condition of employment, all new employees are required to be compensated via direct deposit.
• Offers of employment are contingent on the applicant having Oregon residency at the time work commences.
• LBCC offers a pay incentive to eligible employees who demonstrate proficiency in conversational Spanish when evaluated and formally certified by a college-approved professional or agency. Eligibility to apply for and receive bilingual pay incentives for Spanish and languages other than English are subject to the provisions of Administrative Rule 6025-06. For more information, please LBCC Bilingual Pay Incentive Administrative Policy or the Classified Association Agreement .
• Employment is subject to completion of a post-offer criminal background check.

LBCC is an Equal Opportunity Educator and Employer.

Position Title:

Employment Requirement

Employment Requirement Criminal Background Check - C4

Division/Department:

Division/Department: Facilities

Location

Location Albany Campus, Albany, OR

Job Summary:

Independently performs a variety of complex and technical clerical and administrative duties for the Facilities Department.

Required Qualifications:

Applications are reviewed for minimum qualifications. In order to be considered, your application must clearly show you meet the minimum qualifications for this position.

Education and Experience:

• Position requires a high school diploma or equivalent
• Position requires a minimum of four years of current full-time progressively responsible clerical, office administration, or related experience, preferably in a service area.

Additional related education may substitute for experience.

Knowledge and Skills:

• Requires thorough knowledge of office practices, procedures, and equipment, including filing systems, receptionist and telephone techniques, bookkeeping, and letter & report writing.
• Must have thorough knowledge of those activities associated with record keeping, staff administration, and confidential record keeping.
• Requires thorough knowledge of proper English usage, grammar, spelling, punctuation, and basic math skills.
• Must be skilled using various standard office machines, including personal computers, spreadsheet, database, and desktop publishing applications.
• Requires good organizational, planning, customer relations and communications skills.

Abilities:

• Must be able to independently perform the duties of the position efficiently and effectively.
• Must be able to coordinate and perform office and clerical work with speed and accuracy.
• Requires the ability to use PC skills to prepare a variety of written materials following standards and established criteria.
• Must be able to learn, interpret, explain, and apply knowledge of college and department organization, operations, programs, functions and special department terminology.
• Requires the ability to plan, organize, and prioritize work in order to meet schedules and timelines.
• Requires the ability to assist in the coordination of staff in a manner that encourages high morale and efficiency.
• Requires the ability to revise and maintain established procedural systems and controls and establish work priorities.
• Must be able to communicate with students, staff, vendors, and community members using tact, diplomacy, and courtesy.
• Must be able to work respectfully with individuals of all cultures, backgrounds, perspectives, and abilities.

Preferred Qualifications:

• One-year prior experience at the college is highly preferred.
• An AA/AS degree in business, administrative assistant, or a related area is preferred.
• Must be certified to operate forklift prior to use of forklift.
• Prefer knowledge of the methods and procedures used in the purchasing of supplies and equipment and oversight of department purchasing budgets.
• Prefer knowledge of maintenance management software and a basic understanding in the use of 2-dimensional AutoCAD design software.
• Prefer knowledge of Banner software, college operations, policies and procedures.

Physical Requirements and Working Conditions:

Physical Skills and Abilities:
Learned physical skill is required to perform keyboarding with ten-key functions. Position involves occasional walking, bending, standing, kneeling, reaching below and above shoulders, and lifting objects weighing up to 30 lbs. while performing job duties.

Working Conditions:
Work is normally performed in an office setting with frequent interruptions. Occasionally required to perform work throughout campus and in the central storage area in coordination of signage and surplus disposal.

• Provides administrative support to facilities staff and the public. Prepares spreadsheets for a large variety of uses including day-to-day employee job tasks and tracking reports. Collaborates with facilities department leadership in process improvement and the development of new procedures and forms. Prepares reports, letters, documents, memos, forms, and permits.
• Answers phones, takes messages, refers calls, and schedules appointments and meetings. Provides detailed information and assistance about the department and college procedures. Opens and distributes mail, maintains extensive department filing system, orders office supplies, makes copies, and monitors department key box and motor pool keys.
• Assists in gathering/preparing department monthly expenditures, and reconciles statements. Validates all department invoices and college utility bills, processing payments. Makes department purchases for the four areas within the department (maintenance, grounds, custodial and office) using P-card with designated purchase authority limits. Prepares purchase order requisitions. Serves as proxy for department P-cards, monitors accounts, and forwards receipts to accounting services.
• Assists in gathering/preparing information for budget, assets, disposal of fixed assets/surplus property, major maintenance and capital projects. Prepares purchase orders, quotes, invoices, bills, accounts payable vouchers, and reimbursements. Develops budget reports, Researches budget discrepancies in accounting and confers with director and assistant director. Assists in corrections, realigning funds, preparing journal entries, redistributions or transferring funds as necessary. Prepares statistical reports as requested.
• Serves as primary contact between Facilities and other College departments to coordinate and/or resolve problems, issues, processing work orders, responding to immediate needs or emergencies, and assuring continuity of work flow for facilities department employees.
• Keeps campus blueprints, drawings, and maps organized on the server. Prepares archival records of all buildings and floor plans. Orders supplies from outside vendors as needed. Prepares project information, meets with contractors for walk through, obtains quotes/bids and schedules project work dates. Tracks purchase order expenditures to ensure quotes are not exceeded. Orders parts for projects as needed. Works with outside agencies as needed.
• Oversees college-wide facilities work order requests, including serving as a central point of contact by phone or email. Enters work orders into the MaintainX facilities work order system. Issues weekly completion and open work order reports to facilities department management and staff. Monitors MaintainX for timely completion of jobs. Reports problems to supervisor.
• Maintains department webpage in coordination with director, assistant director, and the College’s web steering team.
• Assists with disposal of College fixed assets. Coordinates with facilities staff on items to be delivered, sorts furniture and equipment, maintains all records, forms, and follows appropriate procedures. Ensures delivery of items to be auctioned. Receives and disburses revenue monies to college departments. Maintains detailed accounting records of items sold, and revenue received. Relates any disposal charges to auditors for tracking sales of disposed items. Monitors fixed inventory asset tags for the department. Receives inventory report disburses to staff for tracking equipment. Responsible for collecting information for Annual Fixed Assets Inventory Report. Prepares necessary forms, noting changes or transfer of inventory items which includes major maintenance and capital project purchases. Records pertinent information as needed.
• Provides support for a variety of personnel functions for the division, including ensuring proper and timely completion of employment paperwork, leave calendars, preparing payroll authorizations, resolving payroll problems and creating and processing time sheets. Generates and processes paperwork and time cards for personnel hired through temporary agencies. Communicates with agencies to ensure hours worked stay within college parameters.
• Assigns, prioritizes, and monitors work of PTNC staff under Director and Assistant Director direction.
• Prepares and distributes building directory and office sign inserts. Coordinates installation of wayfinding signs.
• Monitors classroom and event scheduling system, downloads reports and provides to each facilities area to ensure services and HVAC are scheduled at the appropriate level.
• May operate a forklift for unloading and loading of supplies and materials as needed.
• Performs other related duties or special projects as assigned.

Please complete the online application and upload or attach the following required documents:

• Resume
• List of 3 Professional References

Transcripts from institutions outside of the United States must be accompanied by an international credential agency evaluation. Click here for a list of agencies who perform these services.

Full-time or Part-time Full-time, Fiscal Year (Contracted with Benefits)

Number of hours/week:

Number of hours/week: 40

Work Schedule:

Work Schedule: Regular; M-F

Posting Date:

Posting Date: 05/29/2025

Closing Date:

Closing Date: 06/12/2025

Open Until Filled: No

Salary Grade

Salary Grade 16

$49,693 for a 247-day annual schedule, plus comprehensive benefits. Salary will be prorated for remaining days in the year.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * I understand I must have State of Oregon residency at the time this position commences.
  • Yes
  • No

Required Documents

Required Documents

Resume

Cover Letter

List of 3 Professional References

Optional Documents

Academic Transcript

License or Certificate

Letter of Reference

Academic Transcript 2

Academic Transcript 3

Veteran Status Documentation

Find Us!

Human Resources - Willamette Hall Suite WH-200N (see map )