Job Details

Administrative Assistant

Lewis & Clark College, Portland, OR

Full Time - Education

Salary Range: $ 20.25 - 25.65/hr

Close Date: 08/14/2020

Working at Lewis & Clark College
The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

About the Position
Performs general administrative functions for the Human Resources Office. Represents department and college as the first point of contact, responding to general inquiries or redirecting to the appropriate source. Provide administrative support to the AVP and Associate Director of Human Resources. Back-up support for data entry.

What You'll Do
Represent the department (30%)
Greet all faculty, staff, students, and external visitors and direct them to the appropriate HR staff members in a thoughtful, respectful and professional manner. Answer phones, including screening calls and taking messages; respond to emails, including general HR email account. Perform general office functions, including uploading and maintaining electronic files and personnel records within the HRIS; ordering office supplies and equipment, and submitting work orders. Monitor and update required government postings that are displayed in the office. Complete check requests as needed and sent to the Finance Office. Open and distribute department mail and perform other administrative projects and duties as assigned or needed.

General HR Duties (25%)
Compete employment verification requests. Assist with I-9 completion for new employees and students and ensure compliance. Track annual performance evaluations (both exempt and nonexempt), including reviewing for completion and rating, bringing corrective actions to the attention of the Associate Director, and uploading into HRIS software. Prepare and mail new hire packets. Plan/prepare for, birthday celebrations, staff retreats, etc. Involved with the office emergency plan and supplies, Career Development approver. Back-up to the Staff and Student Employment Coordinator for data entry of employee changes.

Scheduling/budget review (15%):
Maintain daily schedule/meetings for AVP of HR. Manage departmental Purchasing card, including reconciliation. Responsible for properly coding all expenses and requests for payment to ensure correct application to appropriate budget line. Ensure that expenses do not exceed annual budget.

Reporting (25%)
Prepare W-4 Report monthly, Oregon Child Support Report bi-weekly. Provide weekly reports to Union Board and specific staff on all new hires, terminated, and transferred employees. Run weekly reports for new change of addresses to review/ update. Provide Long-term Disability application to employee. Complete Employer's Statement and submit to a third party claims administrator. Manage sick leave sharing programs, including requesting donations when necessary. Review and approve requests for sick leave from the sick leave sharing program - track usage. Track training attendance and manage mandatory new hire and annual training, including Title IX, Harassment Prevention and Diversity and Inclusion to ensure compliance.

Staff Recognition (5%)
Monitor one-year anniversaries, provide communication to supervisors, maintain associated supplies. Membership on the campus-wide staff recognition committee.

Other duties as assigned.

High School Diploma or equivalent (G.E.D.)
3-5 years of administrative support
2 years of customer service
Strong computer skills including word processing, e-mail, HTML, spreadsheet and database software
Knowledge of administrative procedures and systems
Exceptional customer service skills
Skill working effectively with frequent interruptions
High level of detail-orientation

1-2 years working in a college setting
HR certification/training
Advanced skill using MS Office Suite, particularly Excel, Word and PowerPoint, Workday or other HRIS (personnel information) system, and Google.
Advanced knowledge of office administration processes
Knowledge of Employment law
Skill using multi-line phone

Work Schedule
Full-time (1.0 FTE)
37.5 hours/week
Benefits Eligible: Yes

Pay Rate
$ 20.25 - 25.65/hr, depending upon experience

Physical Requirements
Twisting, climbing (stairs), standing, sitting, walking, grasping/gripping, reaching, pushing/pulling, repetitive hand movements (e.g., typing), seeing, talking, hearing

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