Office Associate III (FEC)
Prince George's Community College
Largo, MD
Full-time
Administration / Clerical
Posted on March 12, 2023
Position Information-Job Vacancy
Position Information
Position Title
Office Associate III (FEC)
Position Type
Staff
Full Time or Part Time
Part Time
Fixed Term/Tenure Track (Faculty Only)
Department
Workforce Programs, Innovation, and Partnerships
FLSA
Non-Exempt
Grade
6
Salary Range
Hiring Salary Range
$17.69 - $27.00 / Hourly
Union/Non Union
Non Union
Job Description Summary
Performs general secretarial activities to assist administrative and/or professional personnel. Interact with the general public by disseminating information and assistance as it relates to the Financial Empowerment Center at Prince George's Community College's (FEC@PGCC) activities/services, rules and regulations. Work collaboratively with the Program Director and Site Coordinator, to deliver administrative support and assist with financial programming that supports the FEC@PGCCs strategic goals and objectives, the college's strategic plan, and meet current and emerging community needs. Work is reoccurring and incumbents are required to select the guidelines and references that apply to the specific activity. Most general duties are routinized and deviations from established procedures require the approval of a supervisor.
This is a grant funded position and the budget period is from July 1, 2022-June 30, 2023. Additional funding is contingent on the renewal of the grant.
Minimum Qualifications
EDUCATION AND EXPERIENCE
CRITERIA: The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position.
ESSENTIAL DUTIES
PHYSICAL REQUIREMENTS
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle, or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, pushing, pulling, and grasping. Moderate reaching, standing, walking, lifting and repetitive motion required.
OTHER REQUIREMENTS
Yes
Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?
No
Posting Detail Information
Posting Number
PGCC33811/12 GFF4
Open Date
02/08/2023
Close Date
Open Until Filled
Yes
Background Check Statement
Prince George's Community College is committed to providing a safe campus community. PGCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, education verification, and when appropriate, a financial (credit) report or driving history check.
Special Instructions to Applicants
Effective August 8, 2022, Prince George's Community College's current vaccine mandate expired for students, faculty, and staff. Select exceptions may apply. Face coverings will be voluntary campus-wide, including in classrooms and instructional spaces. Although the College will no longer require new employees and students to be vaccinated as a condition of employment or instruction based on current public health conditions, COVID-19 vaccines and boosters are strongly recommended.
Application Status; you will receive an email acknowledging receipt of your application, upon which time no further communication occurs unless selected for an interview or the position is filled. If recommended for hire, communication is immediately sent to your references listed on your application. Also, you will receive an email notification from HireRight requesting you to submit authorization to complete a background investigation.
Posting Specific Questions
Required fields are indicated with an asterisk (*).
Required Documents
Position Information
Position Title
Office Associate III (FEC)
Position Type
Staff
Full Time or Part Time
Part Time
Fixed Term/Tenure Track (Faculty Only)
Department
Workforce Programs, Innovation, and Partnerships
FLSA
Non-Exempt
Grade
6
Salary Range
Hiring Salary Range
$17.69 - $27.00 / Hourly
Union/Non Union
Non Union
Job Description Summary
Performs general secretarial activities to assist administrative and/or professional personnel. Interact with the general public by disseminating information and assistance as it relates to the Financial Empowerment Center at Prince George's Community College's (FEC@PGCC) activities/services, rules and regulations. Work collaboratively with the Program Director and Site Coordinator, to deliver administrative support and assist with financial programming that supports the FEC@PGCCs strategic goals and objectives, the college's strategic plan, and meet current and emerging community needs. Work is reoccurring and incumbents are required to select the guidelines and references that apply to the specific activity. Most general duties are routinized and deviations from established procedures require the approval of a supervisor.
This is a grant funded position and the budget period is from July 1, 2022-June 30, 2023. Additional funding is contingent on the renewal of the grant.
Minimum Qualifications
EDUCATION AND EXPERIENCE
- High school diploma and two to three years of previous general office/clerical experience. Previous experience in an educational setting and familiarity with terminology used in nursing/allied health courses in desirable, but not mandatory
- Knowledge of producing typewritten materials accurately and in a timely manner through the use of word processing; skilled in MS Word, Excel and PowerPoint
- Knowledge of general administrative office practices and procedures including basic office workflow procedures
- Knowledge of data processing methods, information storage and retrieval techniques
- Skills in administrative office functions such as typing/data entry, filing, answering telephones
- Skills in the operation of basic office equipment and machines, computer terminal, typewriter, copy machines, adding machines, etc.
- Skills in basic mathematical computations
- Skills in the use of computer hardware and applicable computer software
- Ability to maintain confidentiality and handle confidential documents and reports
- Ability to work with a diverse population
- Ability to work independently and to make decisions on own
- Skills in communication, interpersonal skills as applied to interaction with coworkers, supervisor, faculty, students, college personnel in other areas, the general public, etc. sufficient to exchange or convey information and to receive and carry out work assignments
CRITERIA: The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position.
ESSENTIAL DUTIES
- Performs secretarial duties with minimal supervision for the FEC@PGCC which includes the program director, site coordinator, other part-time, contracted and volunteer staff.
- Composes correspondence from verbal instructions or brief written notes.
- Types a variety of documents, i.e., in-take forms, memoranda, handouts, guides, manuals, orientation manuals, procedure manuals, material orders and purchases, evaluation comments, schedules, certificates, brochures, and miscellaneous forms; checks for accuracy and completeness; prepares for printing and distributes.
- Enters statistical and narrative data into computer and database files according to established procedures and generates standard lists and reports as required.
- Prepares files including organizing and assembling required documents.
- Maintains documents, forms, correspondence, etc. According to established filing system, which they may participate.
- Works to coordinate contracted and volunteer staff members and coaches (i.e. Scheduling, training, trouble shooting)
- Organizes and prioritizes clerical requests from clients and FEC@PGCC and college partners.
- Attends meetings and takes minutes, as directed.
- Coordinates with program director and site coordinator (other part-time staff) to relay, retrieve, receive and post marketing materials for the FEC@PGCC (i.e. Flyers, posters, etc.).
- Prepares material relating to reports and other important and confidential matters.
- Greets visitors and answers phones; directs person(s) to the appropriate personnel and/or takes accurate messages. Provides standard information regarding FEC@PGCC procedures, policies, services, etc. Upon request. Follows up with appropriate information.
- Provides customer services by disseminating forms/applications and answering specific questions regarding FEC@PGCC programs and services.
- Monitors and tracks inventory of supplies/forms, arranges for replenishment of items, receives delivers and distributes accordingly.
- Processes room reservations for meetings, special classes, and special events as directed.
- Assists in the coordination of advisory board committee meetings, lunch-and-learns, and other events.
- Assists in the training and collaboration of more junior staff, i.e. Student assistants, federal work study students and volunteers, and delegates workload and assignments.
- Performs other related duties as assigned.
PHYSICAL REQUIREMENTS
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle, or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, pushing, pulling, and grasping. Moderate reaching, standing, walking, lifting and repetitive motion required.
OTHER REQUIREMENTS
- 18 – 20 hrs/week. Evening or Weekend work may be required, so flexibility is preferred
- Ability to communicate effectively in spoken and written standard English.
- As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
- A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.
Yes
Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?
No
Posting Detail Information
Posting Number
PGCC33811/12 GFF4
Open Date
02/08/2023
Close Date
Open Until Filled
Yes
Background Check Statement
Prince George's Community College is committed to providing a safe campus community. PGCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, education verification, and when appropriate, a financial (credit) report or driving history check.
Special Instructions to Applicants
Effective August 8, 2022, Prince George's Community College's current vaccine mandate expired for students, faculty, and staff. Select exceptions may apply. Face coverings will be voluntary campus-wide, including in classrooms and instructional spaces. Although the College will no longer require new employees and students to be vaccinated as a condition of employment or instruction based on current public health conditions, COVID-19 vaccines and boosters are strongly recommended.
Application Status; you will receive an email acknowledging receipt of your application, upon which time no further communication occurs unless selected for an interview or the position is filled. If recommended for hire, communication is immediately sent to your references listed on your application. Also, you will receive an email notification from HireRight requesting you to submit authorization to complete a background investigation.
Posting Specific Questions
Required fields are indicated with an asterisk (*).
- * Which of the following best describes your level of completed education? (Education details must be included in your application.)
- Master's Degree or above from an accredited college/university
- Bachelor's Degree from an accredited college/university
- Associate's Degree from an accredited college/university
- One to two years of college credit (30 credit hours is equivalent to one year)
- Less than 30 credits from an accredited college/university
- High School Diploma or GED
- None of the above
- * Do you have two to three years of previous general office/clerical experience?
- Yes
- No
- * Please be advised that as required by the 1986 Immigration Act, candidates must be prepared to present acceptable documentation showing identity and that you are a U.S. Citizen or an alien who is authorized to work. It is the college's policy that PGCC does not provide sponsorship for prospective employees. Will you require sponsorship to work in the United States?
- Yes
- No
- * How did you hear about this employment opportunity?
- HERC
- HigherEd Jobs
- Hispanic Outlook
- Indeed
- Personal Referral
- PGCC Website
- Social Media (LinkedIn, Twitter, Facebook)
- The Chronicle of Higher Ed
- The Washington Post
- Other: Please indicate below
- Educause
- How did you hear about this employment opportunity? If you selected 'Other' please indicate source:
(Open Ended Question)
Required Documents
- Resume
- Cover Letter
- Other