Yamhill Valley Office Assistant

Kansas City International; Salem (OR); On-site; USD 10,000 - 60,000; Part time

Job summary

A community college in Oregon is seeking a part-time Office Assistant to provide administrative support and customer service at the Yamhill Valley Campus. The role involves multitasking, clerical duties, and assisting students and staff with various inquiries. Ideal candidates will have strong communication skills and experience in a customer service environment. This position is not eligible for remote work.

Qualifications

• One year of full-time work experience in customer service providing administrative support.
• Ability to maintain confidential records and data.

Responsibilities

• Provides front line customer service and answers inquiries.
• Performs various clerical duties and maintains departmental records.
• Registers students and assists with administrative tasks.

Skills

Customer Service

Multitasking

Communication

Problem Solving

Education

High School Diploma

Associate's Degree

Tools

Computer Software

Job description

Yamhill Valley Office Assistant (50%)

SALARY $1,520.00 - $2,114.50 Monthly

LOCATION Yamhill Valley Campus. McMinnville, OR

JOB TYPE Classified

JOB NUMBER C69530

DIVISION 225300 Academic Affairs

DEPARTMENT 225300 Yamhill Valley Campus

OPENING DATE 05/07/2025

CLOSING DATE 5/12/2025 11:59 PM Pacific

JOB INFORMATION

Chemeketa is a proud Hispanic-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of our diverse students, employees, and community. We seek to foster cultural competence and pursue equitable solutions that support all students in achieving their educational goals. If you are interested in joining the work of the college to pursue a supportive and inclusive culture, we encourage you to apply.

The Yamhill Valley Office Assistant (50% FTE) is a key member of our team and contributes to a positive first interaction with the campus for our students and community members. This position provides support and coordination for our academic and student services. The Office Assistant will work closely with the Dean of General Education & Student Affairs ensuring the efficient administration of a dynamic campus. The successful candidate will be self-motivated, supportive, team-oriented and proactive with experience in multitasking, administrative support, computer software skills, tech savvy and problem solving.

DUTIES & RESPONSIBILITIES

Front Line Customer Service

• Serves as a resource to employees, students, and the community regarding college and campus information, policies, procedures, and processes, which may include: providing general customer service, researching and responding to inquiries, and providing information
• Provides general information to and answers questions from employees, students, and the general public on the phone, via email, and in person following FERPA guidelines
• Responds to complaints or problems; may refer customers to appropriate individual(s) for more complex problems or complaints
• Assists individuals in the use of equipment and/or materials in assigned area of responsibility
• Provides general college and specific departmental information to staff, students, and the public including information on facilities, equipment, services, and course offerings; determines if referral is appropriate and directs to resource person as needed
• Serves as front line staff at counter and on the phones
• Assists with opening and closing desk operations as needed to ensure continuity of services

Administrative Support

• Performs various clerical duties, utilizing standard office equipment, which may include: screening incoming calls; taking and transmitting messages; distributing mail; making photocopies of various correspondence; typing; word processing; laminating; receiving payments and making change; balancing cash drawer; preparing deposits; scanning barcodes; and, maintaining inventory of supplies
• Inputs, maintains, and updates routine and/or confidential information in databases and spreadsheets Maintains a variety of departmental records, accounts, and/or related information
• Files documents alphabetically, numerically, or as directed
• Enters data into databases and spreadsheets; maintains a variety of clerical records
• Receives, sorts, processes, prepares, and distributes various correspondence, flyers, brochures, advertisements, books, manuals, inventory, supplies, forms, mailings, and/or other documents and information
• Inputs and updates routine information into spreadsheets, databases, and/or other related automated systems Word processes a variety of routine documents, reports, contracts, proposals, and/or other related information;
• Compiles data for routine reports; prints reports utilizing prescribed methods and distributes to appropriate individual(s); prepares various reports
• Inputs, utilizes and maintains computer data for registration, class schedules (campus course offerings), payroll (contract management), and other systems, and makes necessary changes as directed
• Compiles and inputs departmental information to the Banner system which includes class schedules, consent codes, and personnel documents, track all data for accuracy and make appropriate changes/adjustments in conjunction with the dean, associate dean, executive assistant, scheduler, human resources, etc.

Department Responsibilities

• Attends various meetings
• Registers students using computerized registration system; Receives money, and prepares deposits
• Keeps campus dean, executive assistant, and lead administrative assistant informed about office operations and challenges
• Assumes responsibilities and authority of the campus administrative assistants in their absence

Institutional Expectations

• Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds
• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success
• Embraces, understands and uses appropriate technology tools to accomplish job functions
• Provides high quality, effective service to internal and external customers through continuous improvement and adoption of lean office practices

CANDIDATE QUALIFICATIONS

Your application will be scored based on the minimum qualifications, core competencies, and preferred qualifications listed below. If you are unsure whether you meet all of the qualifications , we encourage you to apply and address through your application materials all of the relevant education, transferable skills, and related experience that makes you a great candidate for this position. The information provided on your application will be used to determine step placement upon hire. Please ensure you include all information on your application which you wish to be considered.

Minimum Qualifications:

High School Diploma/General Equivalency Diploma (G.E.D.)
-AND-
One year of full-time work experience in a customer service providing administrative support

Core Competencies:

• Knowledge in providing customer service
• Ability to multi-tasking with attention to detail in a distracting environment
• Skills using modern office equipment and computers and related software applications Ability to perform basic mathematical calculations
• Skills in preparing a variety of reports Ability to prioritize work
• Ability to maintaining data in various databases Ability to maintaining confidential records
• Communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction
• Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others.

Preferred Qualifications:

• Associate's Degree
• Bilingual English/Spanish

For complete information on this and other job opportunities, please visit our web site at http://jobs.chemeketa.edu.

ADDITIONAL INFORMATION

SCHEDULE & MODALITY

This position is not eligible for remote/hybrid work.

TERMS OF EMPLOYMENT

• This is a 50%, 12-month classified assignment of the B1 band and grade
• Please note: The college is currently undertaking a comprehensive classification and compensation study. No employee will lose base pay because of this study, however, classification titles and pay grades may change. The successful candidate will receive notice of all changes prior to implementation which is currently projected for the Winter of 2024.
• This position has a 6-month probationary period
• All positions at Chemeketa are required to be available for work onsite as requested by the college.
• Requires flexible work schedule to meet program needs, which may include evenings and/or weekends This position may require the use of your personal vehicle for transportation between campus locations If requested, requires the provision of official transcripts upon hire
• Employees must maintain Oregon, Washington or Idaho residency as a condition of employment.
• Successful applicants for designated positions must successfully pass a background inquiry, which may include criminal, driving, credit and full background checks. Only information relevant to the position will be considered. An individual with negative information on their background inquiry will not necessarily be denied employment.
• Providing false information will result in rejection of an application, employment offer or dismissal

PHYSICAL REQUIREMENTS

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary requirements are met.

VETERANS' PREFERENCE

Applicants are eligible to use Veterans' Preference when applying with Chemeketa Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum criteria of the position and electronically attach the required documentation at the time of application.

For information regarding Veterans' Preference qualifications, visit http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE

• One of the following:
• MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) -OR-
• Letter from the US Dept. of Veterans Affairs indicating receipt of a non-service connected pension -OR-
• Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate
• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
• A copy of their Veterans disability preference letter from the Department of Veterans Affairs -OR-
• Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military -service-records/

*Please Note: As part of the first round of screening, the committee will conduct an anonymous review of the application materials and will not be able to view any personally identifiable information. Please be sure that your application is complete and thoroughly depicts how you meet the minimum qualifications, core competencies and preferred qualifications. Required documents must be provided at the time of application. Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. Chemeketa makes employment decisions based solely on the candidate's demonstrated competencies as related to successful performance in the position.

PUBLIC SERVICE LOAN FORGIVENESS

Chemeketa Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

LEGAL COMPLIANCE

View our CTE Program Summaries & Admission Requirements(Download PDF reader).

Chemeketa Community College prohibits unlawful discrimination based on the following:

• Race
• Color
• Religion
• National Origin
• Sex
• Marital Status Disability
• Protected Veteran Status
• Age
• Gender
• Gender Identity/Expression
• Sexual Orientation
• Pregnancy
• Whistleblowing
• Genetic Information
• Domestic Abuse Victim
• Expunged Juvenile Record
• Injured Workers
• Protected Hairstyle (CROWN Act)
• Victims of Domestic Violence (Sexual Assault, Stalking, and/or Harassment)
• Political Affiliation or Belief
• Tobacco Use During Work Hours
• Or any other status protected by federal, state, or local law in any area, activity or operation of the College. The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with the individual’s rights or privileges granted under federal, state or local laws.

Under College policies, equal opportunity for employment, admission, and participation in the College’s programs, services, and activities will be extended to all persons, and the College will promote equal opportunity and treatment through application of its policies and other College efforts designed for that purpose.

504/ADA Coordinator for Students

For concerns, inquiries or complaints regarding student disability accessibility and accommodations, please contact Karen Alexander, Director of Student Accessibility and Testing Services. Ph: 503.399.5276

Section 504/ADA Coordinator for Employees

For concerns, inquiries or complaints regarding employee disability accessibility and accommodations, please contact Patrick Proctor, Associate Vice President of Human Resources. Ph: 503.315.4586

Persons having questions or concerns about Title IX, which includes gender-based discrimination, sexual harassment, sexual violence, gender-based violence, and stalking, please contact the Title IX coordinator, Jon Mathis. Ph: 503.584.7323, Located at 4000 Lancaster Dr. NE, Salem, OR 97305, You can find additional information at http://go.chemeketa.edu/titleix.

All persons having questions or concerns related to Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer, Patrick Proctor, at 503.315.4586, 4000 Lancaster Dr. NE, Salem OR 97305.

Individuals may also contact the U.S. Department of Education, Office for Civil Rights (OCR), 810 3rd Avenue #750, Seattle, WA 98104, 206.607.1600.

To request this publication in an alternative format, please call 503.399.5192. For language access please call 503.315.4586 or email [e-mail].