Office Support Specialist-Milton-Freewater

Job Details

Milton-Freewater - Milton Freewater, OR

Part Time

High School Diploma or Equivalent

$16.50 - $19.00

Admin - Clerical

Description

Position Summary

Office Support Specialist is responsible for Blue Mountain Community College (BMCC) front office and clerical duties. Performs all functions and activities within the guidelines and philosophy set forth in the BMCC Mission, Vision and Strategic Plan.

Essential Functions

Performs all general office functions including answering telephones, greeting public, staff, and students, taking and delivering messages, and provides information and assistance as necessary. Maintains the office filing system and participates in mail pick up and distribution.

Attends staff meetings and participates in activities including community events held at BMCC Milton-Freewater.

Maintains hard-copy and electronic College and campus information such as schedule and facility information; program information (academic, special populations, student employment, clubs, etc.); campus/parking maps and event calendars; and service options, locations, and hours.

Coordinates office administration efforts with other BMCC staff members, and assists with clerical efforts such as filing, keyboarding, computer entry and student/staff communications, as necessary.

Prepares and sends correspondence and mailings and participates in mail pick up and distribution.

Create flyers, postcards, and posters as needed, with final approval from Director, College Relations.

Inventory and maintain office supplies for both general office needs and instructor needs replace materials as necessary.

Opens and closes the building (depending on work schedule) according to operating hours. Checks doors periodically during working hours. Is aware of building use and security during working hours.

Monitors the use of all office equipment, including the copy machine. Performs light maintenance or janitorial duties as needed. Monitors heat, air, lights, security system. Identify facility issues and report to Facilities.

Schedule classrooms at Milton-Freewater Center for courses, workshops, or meetings. Ensures assigned room will properly accommodate number of students/attendees and maintains facility room scheduled. Notifies the Director of any scheduling conflicts or problems.

Assists students, instructors, and outside groups with preparing the rooms, computer lab, and meeting spaces for use as needed. Assists instructors and staff with the operations of interactive video conferencing (Zoom). Report to Information Technology if equipment is not functioning properly.

Assists with student registration, especially ESL, College Prep and JOBS clients/students. Processes batch registrations for on and off-site activities such as workshops, community education, etc. Enters all registration data into the Learning Management System according to the procedure.

Provides basic information on Financial Aid, and assist students, to an appropriate extent, with questions about the financial aid processes. Serves as liaison between the student and processing center staff or management.

Schedule and proctor Placement Tests and distance education exams. Coordinate with on-site instructors to proctor individual student exams when needed.

Maintain the confidentiality and security of protected student information in accordance with FERPA regulations.

Records and balances all monies received. Coordinates the billing process with the BMCC Business Office procedures.

Processes student payments and fee-waivers. Assists students in understanding account balances, payment obligations, payment options, payment deadlines, and the consequences of not making on-time payments. Interprets collection policies and procedures to students.

Serves as a liaison between the Center and Service Center in Pendleton.

Maintains sensitivity, understanding, and respect for a diverse academic environment, inclusive of students, faculty and staff of varying social, economic, cultural, ideological and ethnic backgrounds.

Other duties as assigned.

Other Aspects of this Position

Must be able to lift boxes of 20 to 30 pounds.

Ability to sit and/or stand for extended periods of time.

May be required to make bank deposits and travel to other BMCC locations when needed, valid driver’s license required.

Position will have a regular schedule within the hours from 8:00 a.m. to 7:30 p.m. Monday through Thursday, and 8:00 a.m. to 5:00 p.m. on Friday.

Qualifications

Knowledge, Skills and Abilities

Individuals must possess the following knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities:

Must be well-organized, be able to multi-task and meet deadlines, and work with little supervision.

Must be proficient in MS Word, and willing to learn MS Excel. Must be able to understand and use campus-wide administrative information system (AIS) within 60 days of hire.

Recognizes in what circumstances and in what manner it is appropriate to refer a student or issue for resolution. Examples include services that are not performed at or by service counter staff (advising, counseling, tutoring, degree evaluation, awarding of financial aid, library functions, payroll, facilitating the hiring of a student). Provides appropriate resolution to referral such as phone call to connect parties or schedule appointments on staff calendars.

Must have the ability to communicate effectively.

Must possess knowledge of or be willing to learn and apply, within 60 days of hire, Federal Student Financial Aid regulations and the Family Education Rights and Privacy Act. Within 60 days of hire, must complete enterprise and learning management system training commensurate with job duties.

Once learned, must effectively apply knowledge of office and college policy and procedures.

Must understand, possess, and use a high level of customer service when dealing with all constituents of the college.

Must be able to operate cash register, count money, and balance money transactions.

Receives and accurately processes incoming forms, documents, cash or other payments, etc., in a manner which enables efficient servicing and creates a clear audit trail.

Prepare and make bank deposits, when needed.

Ability to effectively and efficiently use BMCC Enterprise Resource Planning and Learning Management Systems.

Ability to receive certifications to proctor multiple tests.

An alert sense of security and awareness of physical surroundings, required.

Must be sensitive to and understand the diverse socioeconomic, academic, cultural and ethnic backgrounds of community college students.

Knowledge and understanding of certificates and programs offered by the college.

Must be flexible and able to work in a team environment as well as independently.

Required Education and Experience

A high school education or equivalent.

Two (2) years of experience working in an office or

One (1) year of college (45 quarter credits).

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.

Preferred Education and Experience

Background in Accounts Receivable.

Bi-lingual skills in Spanish/English.

Work Schedule: This is a part-time position up to 29 hours per week as needed. Position will have a regular schedule within the hours from 8:00 a.m. to 7:30 p.m. Monday through Thursday, and 8:00 a.m. to 5:00 p.m. on Friday.

Sick Leave: Part-time employees earn 1 hour of sick leave for every 30 hours worked.

Tuition Waiver: Part time employees are eligible for one class tuition waiver per term. The waiver is for up to four (4) credits, employee is responsible for all associated fees and additional credits.

Pay: $16.50 - $19.00 DOE

This position is opened until filled; first review of complete applications is June 3, 2025.

APPLICATION PACKETS MUST INCLUDE:

Resume,

Cover letter addressing how you meet the minimum qualifications as outlined in the position description, and

Transcripts of course work (if available) - graduate and undergraduate (if applicable) unofficial are acceptable for the application process.

Please contact Human Resources ) if you have a special need/accommodation to aid your participation in our hiring process.

Veteran's preference points will be given provided DD214/DD215 is provided.

Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. No sponsorship is available for this position.

Blue Mountain Community College is an equal opportunity educator and employer. For complete EEO disclosure statement please go to