Office Assistant 3 (Corrections)

About Us

Centralia College is on a 30-acre campus of modern buildings set among walking paths, lawns, and native plantings just a few blocks from the heart of Centralia, Washington. The college has served students in the Lewis County region since 1925 and is the oldest continuously operating community college in Washington State. The city of Centralia is a historic railroad and river shipping hub with a vibrant downtown and railway station.

As a comprehensive community college, Centralia College offers academic transfer and workforce programs, as well as adult basic education, English as a Second Language (ESL), and personal enrichment classes. The college also offers five Bachelor of Applied Science degrees.

In addition to the main campus in Centralia, Centralia College East in Morton is a smaller site that serves the needs of students in east Lewis County. Centralia College is committed to the success of all students, and thus also provides educational programs at two corrections centers in southwest Washington and one juvenile facility. In total, the college serves more than 4,800 students annually. For nearly 100 years, several generations of Lewis County residents have looked to Centralia College for their education and training needs.

Centralia College is committed to student success, academic excellence, and enhancing and supporting our diverse community in an inclusive and equitable learning environment. We encourage applicants with demonstrated experience collaborating with, and serving, people from a wide range of backgrounds.

For more information on Centralia College and the Centralia area, call 360-736-9391 or visit www.centralia.edu.

Job Description

This position will perform complex duties and general clerical support to the DOC education department at Washington Correction Center in Shelton. The position requires the ability to exercise sound judgment and problem-solving skills and a desire to promote a positive working relationship with students, peers, supervisors, faculty, and administrators as well as with employees of the Department of Corrections.

The Office Assistant 3 position reports directly to the Director and performs a variety of complex tasks in support of educational programs and education orientation. Independently performs a variety of office support duties. This position requires knowledge of Microsoft TEAMS, ctclink including the use of Queries, SharePoint intranet, as well as Centralia College, DOC, and State Board policies and procedures.

Duties and Responsibilities

Meeting Support

• Provide support for education program in corrections
• Maintaining notes from meetings
• Organize meeting set-up for in-person and virtual meeting participants.
  
  

Case Management and Scheduling

• Have a good working knowledge of ctcLink in order to use Query to create, prepare and run reports relating to instruction, including but not limited to class enrollment reports;
• Use ctclink to create, and maintain class and course records;
• Troubleshoot problems that may arise.
• Running reports from OMNI and monitoring the incoming list from DOC to schedule education orientation.
  
  

Information Processing

• Collect, process, and distribute background checks, PREA forms, criminal history, and forms need to access the facilities in a timely manner, ensuring confidentiality of documents;
• Manage email correspondence, providing replies within established deadlines;
• Proofread material, making corrections for sentence structure, spelling, grammar and punctuation;
• Establish or revise electronic or manual files;
  
  

Supplies

• Maintain office supplies inventory and create requisitions as needed;
• Troubleshoot and maintain copier supplies.
  
  

Faculty Evaluations/Schedule/Syllabi

• Create, maintain and troubleshoot the use of the student evaluation forms
• Coordinate faculty Schedule and Syllabi collection process; communicate with faculty and dean, and submit to the Instructional Office.
  
  

Room Scheduling

• Create room reservations, assign classrooms to classes;
• Analyze and resolve issues with room scheduling software including room conflicts;
• Provide information on the availability of rooms.
  
  

Other

• Assists with preparing supplies, and logistics for the DOC team;
• Answer telephones, receive and refer visitors including students, staff and/or the public, respond to inquiries regarding departmental procedures and services as they pertain to Centralia College and DOC;
• Explains and interprets complex rules, policies and operating procedures;
• Coordinates work with that of other areas; establishes and maintains schedules and priorities; authorizes exceptions and special processing;
• Assist with office coverage;
• Perform related duties as required.
  
  

Qualifications

• High school graduation or equivalent AND Two years of full-time clerical experience OR
• Equivalent education/experience.
  
  

Conditions of Employment

This is a 40 hours per week position within Washington Corrections Center. Classified employees are represented by the Washington State Federation of State Employees (WFSE). The state of Washington provides a comprehensive benefits package for state employees.

DEADLINE: The position will close on January 26, 2025. The screening committee will begin their review January 27, 2025.

Compensation

Monthly Salary: Range 34 ($3,028 - $3,910)

APPLICATION PROCESS

Interested candidates may apply by submitting the following items

• Online Application
• Cover Letter that addresses your interest in the position and ability to perform the responsibilities described in this announcement.
• Detailed résumé of all educational and professional experience that demonstrates how you meet the qualifications.
• List of at least three professional references with contact information. References are typically contacted after interviews.
  
  

Eligibility to Work

If you are hired, you will need proof of identity, and documentation of U.S. citizenship or legal authorization to work.

Background Check

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

EEO Statement

Centralia College has a strong institutional commitment to the principles of diversity in all areas. In that spirit, we strongly urge all qualified applicants, especially people of color, persons of disability, women, and disabled and Vietnam era veterans, to apply. Centralia College is an Equal Opportunity employer.

It is the policy of Centralia College to assure equal employment opportunity and non-discrimination on the basis of race or ethnicity, creed, color, national origin, sex, marital status, sexual orientation, age (over 40), religion, the presence of any sensory, mental, or physical disability, or status as a disabled or Vietnam-era veteran.

Centralia College does not discriminate in admission or access to, or treatment or employment in, its programs or activities. Designated Title II, VI, VII, IX, Section 504, ADA compliance officer: Vice President for Human Resources and Equity, Hanson Hall Room 101, Centralia College, 600 Centralia College Blvd, Centralia WA 98531-4099, (360)623-8943.

The Human Resources Office is accessible for persons with disabilities. Those who need disability accommodation in the application/employment process, please call 360-623-8943.

Jeanne Clery Statement

Notice of Availability of Annual Security Report-Centralia College's Annual Crime/Security Report is available here, containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information. To obtain a paper copy of the report, please call 360-623-8947.

Title IX Statement

Centralia College is compliant with Title IX best practices. For more information visit, Title IX.