The mission of Pierce College is to create quality educational opportunities for a diverse community of learners to thrive in an evolving world.
Recognized by the Aspen Institute as one of the top 10 community colleges in the nation (2021), Pierce College is an innovative, mission-driven, data-informed, and equity minded community college dedicated to helping all students achieve their academic and professional goals, with a focus on racial and social equity and justice.
The Senior Secretary position will be responsible to cover various administrative responsibilities with the majority of work in fiscal support and program support. Various office duties require effective communication and writing skills, strong organizational and time-management skills, proactive work initiative and the willingness and flexibility to handle last minute changes under pressure. This is a dynamic, seasonally fast-paced department that places a high value on autonomy and team work. Responsibilities include maintaining efficient workflow of the office providing administrative support to International Education program staff and faculty and assisting as needed with program events or other departmental requests with the supervisor’s approval. This position actively supports and engages in Pierce College’s goals for equity and inclusion in order to provide access and support for our diverse community of learners and our goal of becoming an anti-racist institution.
About the District:
Pierce College enjoys a strong presence in the community and participates in innumerable partnerships with business, community, government, and educational organizations. Want a feel for our District. Take a peek with aerial campus views!
Pierce College Fort Steilacoom
Located on a beautiful 140-acre site adjacent to a 340-acre community, recreational park, and Waughop Lake.
Pierce College Puyallup
Located on a luscious site with 125-acres of wooded land with beautiful hideaways.
Pierce College at JBLM
Located at the Joint Base Lewis-McChord military sites, serving many of our military and active-duty families that are serving our country.
The Senior Secretary will be responsible for the following, but not limited to:
- Compile, calculate, verify and process financial documents such as ctcLink requisitions-PO’s, vendor payment vouchers, overseas mail invoices, travel vouchers and reimbursements. Assist with quarterly student insurance to create an invoice ready list to the insurance company and complete quarterly insurance payments.
- AGENT COMMISSIONS:
- Database maintenance each quarter to include agent commissions paid, correlating student enrollments, # of qtrs. per student enrollment for each agency to pay for bonuses as appropriate.
- Follow up on agents for current bank information and signed agreements for inactive or infrequent agents. Verify active agents and signed agreement, from Admissions list & Agent Folders. Communication and follow up to agent inquiries.
- Assist outreach to insure contract checklists for all new agents are submitted to the Executive Assistant.
- Confirm every possible agent and their students’ enrollments/payments on ctcLink Student Financials before creating invoices or referral invoices.
- Request agent invoices, W-8BEN (E) or W9 from agents in order to complete wire requests or vouchers that will be submitted and processed by finance or accounts payable.
- Submit completed wire requests or vouchers with back-up support to Director for review & authorization signature and submit to appropriate departments for processing (Purchasing Accounts, Payable or Finance).
- Report wire confirmations from finance to agents.
- Manage STPA (special tuition payment arrangements) with Pai Chai Univ & Litz-USA.
- STUDENT & ACTIVITIES:
- Annual budget requests need to be submitted. Work with Activities Point Person to reconcile expenses.
- Assist the activities point person with meal memos for various student activities as well as program events.
- Reconcile (Aladdin) meal payments on their website and complete voucher payments.
- P-CARD management for IE department (including Smart Foods purchase card- for office or student activities purchases):
- Retrieve and reconcile receipts and paid invoices for P-card logs monthly.
- Renew annual memberships or pay for various outreach or professional development trainings with P-CARD or vouchers.
- Create non-instructional special assignments as needed.
- Process job postings, new hire paperwork and Reports of Hourly Appointment as needed.
- Submit all financial documents to Director for review & authorization signature and submit to appropriate departments for processing (Purchasing Accounts, Payable or Finance).
- Assist supervisor with finance tasks as needed; scan and file documents electronically or manually; update or archive electronic budget files.
International Education Program Support
- Provide administrative support to International Education program staff and assist IEP instructors; update office calendar frequently.
- Overseeing coverage at the International Education office front desk.; student workers will need to be recruited, interviewed, hired, trained, and mentored; other responsibilities also include approving ctcLink timesheets, acting on leave requests, employee correction, documentation or termination as appropriate, etc. They may be asked for their help by other staff or faculty as appropriate and with supervisor’s approval.
- Assist Admissions Coordinator regarding logistics needed for each quarter’s student orientation; assist with orientation schedule/calendar, order room reservations, meal ordering etc.
- Assist staff with travel request documents- fill in finance info and get signatures as soon as possible; assist in completing travel expense vouchers in a timely manner for our staff after business or recruiting trips by bringing ‘in balance’ and filling in correct budget info, and obtaining signatures before submitting to purchasing office.
- Arrange meetings for staff, create appointment requests, scribe and distribute minutes from staff meetings; reserve conference-meeting rooms as requested; assist with arrangements and hosting service for meetings with agents, school representatives, and other international visitors.
- Maintain a working office supply inventory, order office supplies and/or pertinent documents; purchase requests from staff as approved and appropriate such as business cards, etc., and keep office supplies organized and accountable; maintain a working inventory of printed materials (various student forms) used by the department and create Print Shop orders as needed.
- Assist and process various mailings including bulk mail, courier and express mailings.
- Create IT and Facilities work orders for printer, copier, computer or phone issues for IE and IEP office staff.
- Responsible for changing the office shredder box as needed.
- Continue building upon the current Office Desk Manual; work with appropriate staff members to update information of our office procedures in order to keep it current and correct.
- Other duties as necessary to keep the office running efficiently.
- Greet, direct and interact with students, staff, instructors and the general public; answer program inquiries by phone, email, fax and/or face-to-face; direct inquiries to appropriate personnel.
- Screen and respond to emails/phone calls with outreach team’s standard information to general application inquiries. Same day response or within 24 hours.
- Pick up mail from mailroom.
- This will be on an as needed basis when student workers are not available.
- Maintain manual and electronic program files/folders.
- Assist staff in maintaining student records.
- File student records (registration, immigration, and other documents) and keep files up to date.
- Archive department photos and student files according to retention regulations.
Other duties as needed
- Maintain professional appearance of office and conference room for meetings and international visitors, assist with International Student Activities with supervisor’s approval.
- Associate's degree from an accredited college or university in finance/accounting OR in lieu of an Associate's degree, some college combined with one year of demonstrated work experience in finance/accounting.
- Minimum of one(1) year in finance or accounting.
- Experience in international Education and/or higher education, or a related field with cultural sensitivity towards diverse clients and experience working with those having limited English language proficiency.
- Two (2) years’ experience performing progressively responsible work in a fast-paced office/clerical position, with minimal supervision.
- Demonstrated ability to take initiative, complete routine processes and procedures with attention to detail while meeting deadlines.
- Effective writing and communication skills.
- The successful candidate must consent to and pass a criminal background checkafter a conditional offer of employment.
- The successful candidate must possess a valid Washington State Driver's License.
- Fiscal Support: Prepare, complete and track fiscal documents such as vouchers, invoice vouchers, ctclink purchase requisitions, PO’s and blanket POs’, international agent wire requests, referral invoices, membership renewals, non-instructional special assignments, and 3rd party billing; offer fiscal support for short term programs and study tours as needed; reconcile P-card purchases, receipts and submit completed logs; prepare and submit annual S&A budget requests and verify & monitor S&A expense logs throughout the year with activities point person.
- Organizational Skills: Demonstrates a strong ability to prioritize and organize work and be able to complete necessary work with frequent interruptions while maintaining strong attention to detail.
- Computer Skills: Word- Ability to create, format, edit, preview, print, and save documents; utilize mail merge for communication with students, use standard functions to select, edit, copy, paste, format, and spell check; Excel- Ability to create, modify, print, and format spreadsheets; Outlook- Ability to compose, send, and respond to electronic email and utilize functions such as calendars and meeting requests; Publisher and PowerPoint- Ability to create certificates with mail merge function and demonstrate PowerPoint basics; Ability to navigate the Internet to find and download information.
- Technology Skills: Effective use of Skype phone systems, multi-line phones, conferencing features and transferring calls.
- Communication Skills: Communicates with cultural sensitivity using effective listening skills and applying effective written and oral communication skills.
- Valuing Equity, Diversity & inclusion: Values open-mindedness, inclusion, multicultural perspectives and multiple ways of knowing, thinking and being in order to recognize, understand, and appreciate cultures involving people who are from diverse cultural, socioeconomic, educational, racial, ethnic and professional backgrounds, and persons of all ages and lifestyle preferences; experience working with people from different cultures.
- Adaptability: Adapts to changing business needs, conditions, and work responsibilities. Handles high workloads, competing demands, vague assignments, interruptions, and distractions with poise and ease.
- Interpersonal Skills: Interacts effectively with colleagues to establish and maintain smooth working relationships by maintaining an open, approachable manner, and treats others fairly and respectfully.
- Work Ethic: Displays a strong work initiative with the willingness and flexibility to handle last minute changes under pressure. Ability to work in a professional manner as both a self-starter and a team member. Takes personal responsibility for the quality and timeliness of work, and achieves results with little oversight.
- Customer Service: Works effectively and efficiently to provide quality service to students and the public in order to satisfy student, departmental, and the district's expectations.
To be considered for this position, applicants must:
- Meet the required qualifications as outlined in this announcement.
- Complete the online application profile at: https://www.pierce.ctc.edu/hr.
- Apply for the specific job opening.
- Upload (attach) a cover letter that addresses how you meet the required qualifications as outlined in this announcement. At Pierce College, we value culturally competent and compassionate individuals who bridge diverse backgrounds and perspectives in support of academic equity and excellence. In your cover letter, please address how you will support the mission of Pierce College to create quality educational opportunities for a diverse community of learners to thrive in an evolving world. Please include in your response how your previous education and/or professional experience contribute to your effectiveness in promoting a climate of student success for a diverse community of learners. (Cover Letter)
- Upload (attach) detailed résumé of all educational and professional experience. (Résumé)
- Transcripts are not required in order to apply for this position; however, if you are selected for an interview, you will be asked to bring copies of unofficial transcripts showing completion of the required level of education. Please upload current copies of your transcripts, if available. Unofficial copies of all college and university transcripts must include degree received and conferral date. International transcripts must include a foreign transcript evaluation. For a list of approved credential evaluation services visit: www.naces.org/members.html (Unofficial transcripts acceptable for application process; official transcripts required upon hire). (Transcripts)
- Upload (attach) a list of at least two professional references with names, addresses, telephone numbers, and e-mail addresses. Letters of recommendation will not be accepted. (References)
Provide a response to the following question (Supplemental Question):
- In what ways have you integrated multicultural responsiveness as part of your professional development?
Special Note: To ensure consideration, application materials should be received no later than 5:00 p.m. on the closing date.
Terms of Employment:
This is a full-time (40 hours per week) classified, overtime-eligible position with Pierce College District. This position is permanent after serving a 6-month probationary period. The primary work location will be at Pierce College Fort Steilacoom campus. Occasional travel to Pierce College campuses or sites may occur. Work hours are between 8:00 a.m. and 5:00p.m. Monday through Friday with occasional evenings and weekend work, and occasional travel as required. This position may be subject to reassignment between campuses or sites.
Salary & Benefits:
The starting salary of this position is $3,321.00, with periodic increments up to $3,821.00 monthly (dependent upon qualifications). However, your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance. Life and long-term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our Benefits and Leave website at: https://www.pierce.ctc.edu/hr- benefits
Physical Work Environment:
This position is required to work indoors in an open office environment, which requires visual concentration on detail, dexterity, precision, and is subject to frequent noise and interruptions.
Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the District Human Resources Office by calling 253-964-7342. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.
Screening & Interview Process:
Only those candidates who have complied with the application process and meet the required qualifications will be considered. Following the review of application materials, the most qualified candidates will be contacted for an interview. Check the email account you used for the application process for communication regarding the status of your application. Application materials submitted to Pierce College are the property of the College and will not be returned.
Please note: This is a competitive selection process. Your application materials will be reviewed and evaluated based on the minimum qualifications listed for the position. Applicants whose qualifications most closely correspond to the District's needs will be eligible for further consideration.
Conditions of Employment:
Pierce College is a “fully vaccinated campus” under the state’s higher education guidance, which means that COVID-19 vaccination (or allowable exemption) will be required for all employees and students. More information can be found here: Vaccination Requirements.
Prior to the start of employment, finalist(s) for this position will be subject to a pre-employment background check as a condition of employment. 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.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law RCW 28B.112.080.
An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H-1B visa. In compliance with the Immigration Reform and Control Act of 1986, proof of authorization to work in the United States will be required at the time of hire.
Pierce College has adopted a Drug Free Workplace policy. As a condition of employment, employees must agree to abide by the requirements established in that policy.
This position has been designated as a bargaining unit position represented by the Washington Public Employee Association (WPEA).