Administrative Specialist

TVCC is a comprehensive community college dedicated to promoting student success.

PAY - $48,000 (annual) LOCATION – Ontario, Oregon
JOB TYPE – Full-time DEPARTMENT – SRCI
DEADLINE – Open until filled REPORTS TO – Director of
Correctional Education



Come work for us! Working for TVCC comes with many exciting benefits. With 11 annual
paid holidays, Friday’s off in the summer, Christmas break for all employees, generous
vacation and sick leave along with a great selection of medical, dental and vision plans to
choose from (for eligible employees and their dependents), retirement benefit (for eligible
employees) and much more, choosing to work for TVCC will be a great step in your career.
We invite you to apply and experience the benefits of a thriving community college that values
each employees’ contributions to its success!

A little about us… TVCC welcomes you to Ontario - where Oregon begins! TVCC was
founded in 1962 and is located on a 90-acre campus near the center of Ontario, Oregon.
TVCC currently employs around 150 full-time faculty and staff. TVCC’s campuses and
centers extend to several locations throughout Oregon and Idaho: Caldwell (Idaho), Burns
(Oregon), Snake River Correctional Institution, Warner Creek Correctional Facility, Eastern
Oregon Correctional Institute, Powder River Correctional Facility, and Two Rivers
Correctional Institution. Ontario is an agriculturally based city of over 11,000 people, with a
service area population of over 60,000. Ontario is situated in the Treasure Valley and
located about 60 miles west of Boise, Idaho. The Treasure Valley offers many outdoor
opportunities for the entire family, including fishing, boating, hunting, camping, skiing and
sightseeing.

POSITION SUMMARY: This position will provide secretarial and administrative support for
SRCI and Warner Creek Correctional Facility (WCCF) education programs, including word
processing, telephone, and greeting visitors to the facility, providing program information to
staff and Adults in Custody (AIC), responding to AIC correspondence, filing, coordination of
training for staff, departmental purchasing and monitoring budget.

RECRUITMENT ANNOUNCEMENT
Administrative Specialist
At Snake River Correctional Institute

QUALIFICATIONS
MANDATORY: Associate’s degree plus at least two years of office management experience;
or any satisfactory combination of experience and training which demonstrates the
knowledge, skills and abilities to perform the above duties. Advanced knowledge of office
practices, operation of office equipment, including applications of software sufficient to
instruct in their proper use, general accounting practices, appropriate telephone etiquette,
spelling, business English, and grammar. Must be self-motivated, have organizational skills,
and the initiative to work independently to meet deadlines. Must have effective oral and
written communication skills. Must be or become familiar with policies and programs related
to department served. Security access to SRCI is required.

PREFERRED: Completion of Automated Office Procedures Certificate Program or Associate
Degree in office curriculum. Previous experience working within a community college
and/or correctional facility. Previous “lead” or supervisory experience.

SPECIAL: Must be able to pass and maintain security clearance and be approved to enter
Oregon Department of Corrections facilities.

ESSENTIAL FUNCTIONS
Oversee and coordinate administrative operations within the facility, serving as the acting
Director in the Director’s absence. Responsibilities include employee management and
discipline, oversight of the ABSD and Pell programs, and decision-making on daily
institutional activities. Maintain a thorough understanding of the Collective Bargaining
Agreement applicable to certain employees within the institution and be prepared to enforce
the provisions of said agreement.

Assist the Director with budgeting, procurement, and financial reporting.

Ensure compliance with State and Federal regulations and College policy.

Coordinate instructional activities and personnel with instructors, supervisor, and students,
to fit with instructional equipment and facilities. Coordinate activities and information with
outside and community agency personnel as needed. Manage staff records, payroll
processing, and benefits coordination.

Serve as the primary liaison between the Oregon Department of Corrections (ODOC) and
TVCC, ensuring effective communication and coordination. Make prompt decisions regarding
the health and safety of staff and Adults in Custody (AICs) based on information received
from ODOC.

Access and assess confidential student information in Jenzabar to determine students’
suitability for a program. Create reports from data contained in the Jenzabar program.
Handle sensitive and confidential documents, including inmate records and educational
records.

Represent the College in multidisciplinary meetings, providing expertise and guidance.
Assess and make decisions regarding a student's eligibility to continue in the educational
program based on relevant factors and institutional policies.

Answer the telephone and greet visitors. Determine purpose, respond to inquiry, direct to
appropriate person or agency, or take messages as appropriate.

In consultation and coordination with TVCC Human Resources staff, perform and coordinate
duties related to the recruitment, selection, hiring, training, and termination of all TVCC
faculty and staff at SRCI. Submit payroll work authorizations for all department staff.
Coordinate and disseminate information regarding staff training.

Assist with reconciliation and preparation of monthly DOC billings.

Oversee AIC correspondence courses, including meeting with AIC’s to initiate approval
process, requesting approval through ODOC staff, proctoring tests and communicating with
colleges on the AIC’s behalf when required.

Perform a wide variety of clerical tasks, including: order text books, maintain adequate
levels of office supplies, forms and booklets; maintain a variety of hard copy and computer
files and records; type a variety of documents from rough drafts and verbal instruction;
prepare information packets; sort, stamp and distribute incoming mail; photocopy
documents; send facsimile transmissions; prepare outgoing mail; arrange for pickup and
delivery of mail, books and supplies to/from TVCC; etc.

Co-chair yearly graduation with WBE Department Assistant and coordinate overall schedule
of all graduation activities.

Understand and abide by DOC, SRCI, and TVCC policies and regulations. Assume decision
making responsibilities within scope of authority in absence of Director of Correctional
Education as necessary.

Respond to emergency situations within the education department which requires wearing
pager or body alarm. Follow all safety rules and procedures for work areas.

WORKING CONDITIONS
The work site is within a correctional facility. The actual office environment is typical of
most offices. The noise level in the shop is loud and may require hearing protection. The
position is funded by an intergovernmental cooperative service agreement contracted with
Oregon Dept. of Corrections. The person staffing this position will work within the confines
of Snake River Correctional Institution and must pass all security screening criteria as
established by the OR DOC and SRCI prior to and during the term of employment.

This position is completely dependent upon sufficient available funds from OR DOC to
support the position and is subject to termination in accordance with the terms and
conditions of the Intergovernmental Cooperative Education Services Agreement between
TVCC and DOC. SRCI is a drug free/tobacco free institution.

TERMS OF EMPLOYMENT
This is a full-time, Professional (grant funded), exempt position.

BENEFITS
Benefits include medical insurance for employee and eligible dependents, Oregon retirement
plan as well as 160 hours of annual vacation leave, 16 hours of annual personal leave and 8
hours per month of sick leave accrual.

APPLICATION PROCEDURE
A complete application file consists of the following:

• A letter of interest stating how you are qualified to perform the duties of the position.
• A resume
• College transcripts, if any (copies are acceptable at this time)
• A TVCC application for employment. A pdf fillable application may be downloaded at

OAR 839-006-0445 and OAR 839-006-0450(3)

APPLICATION SUBMISSION: All application materials should be submitted or mailed to:
HR@tvcc.cc or Human Resources, Treasure Valley Community College, 650 College
Boulevard, Ontario, OR 97914.