Incumbent deals with a variety of problems that require analysis or interpretation of the situation and are solved using knowledge, skills, general standards and past practices. Results are defined and existing practices are used as guidelines to determine specific work methods. Work progress is monitored by supervisor/manager; incumbent follows policies and procedures, and may set priorities and organizes work within general guidelines established by supervisor/manager.
Incumbent does not have an operating budget but may make budgetary recommendations. They informally make recommendations concerning both long-range operational and strategic planning. This position has frequent contact containing confidential/sensitive information necessitating discretion at all times. Contacts are usually made with other department or locations within Clackamas Community College.
ESSENTIAL JOB FUNCTIONS:
Serve as receptionist and first point of contact for the Human Resources Division. Provide customer service for faculty, staff, students, and the general public. Answer and resolve inquiries via telephone, email, and from walk-in guests. Create a welcoming atmosphere and provide excellent customer service as the division's representative in all interactions with students, staff, and guests. Provide administrative office support for the Human Resources Division. Utilize word processing, spreadsheet, database and/or other software applications to perform tasks and generate materials as requested. Draft correspondence; prepare organizational charts, reports and tables; generate rosters; and other documents from written and/or verbal instructions as requested. Proofread, photocopy, fax, and scan documents. Make travel and lodging arrangements. Prepare work orders and order office supplies. Prepare work orders, order office supplies, and open and distribute mail. Schedule and coordinate calendars for HR staff and the HR division conference room. Coordinate event and meeting logistics. Make room reservations; send notices and agendas; verify reservations and attendance; prepare meeting materials; arrange for special equipment, materials and food services. Process new hire paperwork. Review forms for accuracy and completeness, and enter data in employee database system. Verify I-9 documentation, process E-Verify, and maintain I-9 records. Prepare files for new employees and ensure documents are included in the appropriate files. Serve as administrative assistant to the dean of human resources, including providing support for duties related to Title IX and activities related to collective bargaining. Provide employment information to interested parties. Assist with the on-line recruitment system/process. Provide support to HR staff in matters related to recruitment, including posting recruitment information on the college's HR website and placing recruitment ads. Provide assistance with payroll, as needed. Update and ensure accuracy of data in the human resources information system. Process, monitor, and communicate appointment personnel actions including appointment changes, salary adjustments, hires, and separations. Prepare spreadsheets, graphs, surveys or reports to assist in assessing and tracking HR metrics. Run queries and reports; compile and evaluate data to identify trends; draft employee opinion surveys; and proactively develop communication documents and materials relating to HR services and projects. Provide workers compensation forms and instructions to college personnel, when requested. Receive, maintain, and appropriately route completed forms and accident and incident reports. Maintain workers compensation incident log. Reconcile monthly division credit card expenses and ensure entries are done per college policy, including acquiring documentation and signatures. Process tuition waivers and ensure compliance with college policies and contracts. Process employee professional development applications; ensure applications are coded correctly and in compliance with budget and program requirements. Process part-time faculty assignment contracts including electronically entering data. Work closely with payroll accountant to ensure payment of contracts, and follow up with department administrative assistants as needed to ensure timely document submittal and processing. Be available and attend work as prescribed for front desk and team duties, including opening office and buildings for work and meetings Follow all safety rules and procedures for work areas. Perform other related duties as assigned.
AUXILIARY JOB FUNCTIONS: Provide assistance to other college personnel as workload and staffing levels dictate. Maintain proficiency by attending training and meetings, reading materials, and meeting with others in areas of responsibility. Maintain work areas in a clean and orderly manner.
Qualifications The education and/or work experience sections of your online application form must demonstrate that you meet all of the following Minimum Qualifications. The information on the cover letter/resume will not substitute for the completed application.
MINIMUM/MANDATORY EDUCATION AND EXPERIENCE REQUIREMENTS: Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the duties as described. A typical way to obtain the knowledge, skills, and abilities would be: An Associate's Degree in business or related field, and a minimum of two (2) year directly related human resources experience. Training in project management and project tracking preferred.
KNOWLEDGE: Knowledge of community colleges and general business practices. Knowledge of HR principles and practices including federal and state laws and regulations related to employment, benefits, payroll, collective bargaining, and retirement. Knowledge of software applications including word processing, spreadsheet, database, email applications, and web-based tools. Knowledge of administrative and general office practices, procedures, and recordkeeping.
SKILL: Skills in the use of personal computers; office software programs for word processing, spreadsheet, database, presentation, and web page design, including MS applications such as Outlook, Word, Access, PowerPoint, and Excel; phone system; and standard use of office equipment. Skill in analyzing technical information and communicating with customers; excellent interpersonal skills; written and verbal communications skills; problem solving skills.
ABILITIES: Ability to establish and maintain an effective working relationship with management, students, other agencies, and the general public; manage time effectively; read and interpret policies, regulations, and laws as they relate to this job; multi-task; communicate effectively, both orally and in writing, using proper grammar and spelling in the English language, including the ability to provide service and support to varying individuals and groups. Maintain a high degree of discretion when dealing with confidential information. Physical ability to perform the essential job functions.
SPECIAL REQUIREMENTS/LICENSES: Driver's License valid in the State of Oregon. SHRM-CP or other professional HR certificate preferred.
Other Job Elements The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.
PHYSICAL DEMANDS OF POSITION: While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility, including the ability to move materials weighing up to 5 pounds on a regular basis such as files, books, office equipment, etc., may infrequently require moving materials weighing up to 25 pounds, and rarely over 60 pounds. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, calculator, and standard office equipment.
WORKING CONDITIONS: Usual office working conditions. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises.
SUPERVISORY RESPONSIBILITIES: Supervision of others is not a typical function assigned to this position. May provide training and orientation to newly assigned personnel, and may assign work to student workers.
SUPERVISION RECEIVED: Works under the direction of the Dean of Human Resources.
Additional Information Clackamas Community College is a diverse community that provides equal opportunity in employment, activities, and its programs.It is the policy of the Clackamas Community College and its Board that there will be no discrimination or harassment in any educations programs, activities or employment on the grounds of race, color, religion, ethnicity, use of native language, national origin, sex, sexual orientation, marital status, disability, veteran status, age, genetic information or any other status protected under applicable federal, state or local laws.
The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with rights or privileges granted under anti-discrimination laws.
Persons having questions about equal opportunity and nondiscrimination should contact the dean of Human Resources for Clackamas Community College in Barlow Hall at the Oregon City campus, 503-594-3300. Please note the following areas of responsibility, should you need relevant resources or information: Section 504 Coordinator, Disability Coordinator, Oregon City campus, 503-594-3181; Title II Coordinator, Associate Dean, Oregon City campus, 503-594-3392; Title IX Coordinator, Dean, Human Resources, Oregon City campus, 503-594-3300.
ADDITIONAL POSTING INSTRUCTIONS: To apply for this position, you must submit:
Completed online application Cover Letter explaining your interest in the position and describing how you meet the minimum and special qualifications and requirements of the position Current Resume Completed responses to the Supplemental Questions Upon hire, candidate will be required to provide official transcripts for degrees earned, if applicable.
SUPPLEMENTAL INFORMATION: CCC only accepts applications through this online application system. We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline.
For assistance with this, please email firstname.lastname@example.org. For technical assistance with your application, please call (855) 524-5627.
Please note: This is initially a self-screening system. We recognize that our application process can be lengthy, so before you begin, please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions, the system may automatically screen you out from further consideration.
Required documents must be provided at the time of application. Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered.
Positions are subject to budget consideration and approval. For the candidate who is hired into this position, salary placement will be based on guidelines in the handbook or association agreement (as applicable) to assess education and experience. For this reason, please be sure to include everything in your application that you want the college to consider towards placement.
Clackamas Community College participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee's Form I-9 to confirm work authorization. This information is kept completely confidential, is obtained only after a candidate is hired, and will not be used to pre-screen any job applicant.
The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States. This means that all required work visas must be in place and supported by appropriate evidence to be employed by Clackamas.
REASONABLE ACCOMMODATION STATEMENT: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform. All employees of Clackamas Community College are expected to perform tasks as assigned by Clackamas Community College supervisory/management personnel regardless of job title or routine job duties.
VETERAN'S PREFERENCE STATEMENT: Applicants are eligible to use Veteran's Preference when applying with Clackamas Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.
DOCUMENTS REQUIRED: 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 a non-service connected pension. Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs. You can request copies of your military service record through the National Archives website at: http://www.archives.gov/veterans/military-service-records
Clackamas Community College is a values-driven organization serving over 35,000 students (over 8000 FTE). Recognized for its committed, supportive faculty and staff, CCC offers classes and services at three active campuses – the Oregon City campus, the Harmony Community Campus in North Clackamas, and the Wilsonville campus. Our district also includes extension sites located in the towns of Canby a...nd Molalla, where CCC offers English as a Second Language, GED in Spanish, computer science and a variety of community education classes.