Program Specialist 2
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 Campus Safety Program Specialist 2 position provides customer service to students, employees and the general public while maintaining communication with Campus Safety Officers in order to facilitate response to a variety of situations. Under general direction, performs work using knowledge and experience specific to the program, also responsible for processing and maintaining a variety of records and associated databases in support of reporting, budgeting, parking permit and ticket processing, key/access card tracking and issuance. Other duties and responsibilities include maintaining the Drivers Safety Program, conducting background investigations, processing lost & found items. The incumbent manages all aspects of the Pierce College District's Clery and Fire Safety Programs, Plans, coordinates and implements all functions required by the activity including providing Clery training, classifying crimes, collecting and screening crime data and preparing the annual report in accordance with Federal law.
The incumbent in this position is expected to independently advise students, staff, program participants and/or the public regarding Clery program content, Pierce College policies, administrative procedures, Campus Safety department standard operating procedures (SOPs), and activities; and recommend alternative courses of action, and project, monitor, maintain, initiate expenditures on program budgets. 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 innumerablepartnerships 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 Program Specialist 2 will be responsible for the following, but not limited to:
- Manage all Clery functions of the Department. Collect and classify crime data in accordance with Federal regulations, track and provide training to CSA's campus wide, maintain daily crime log, take full ownership of the Clery reporting requirements and produce and submit yearly Clery report as required by law. Provide assistance to other campus employees regarding their Clery responsibilities and coordinate their input regarding reporting requirement.
- Maintain Department of Licensing (DOL) Vehicle/ Vessel Inquiry (IVIPS) contracts in order to search IVIPS records for vehicle registration information, maintain spreadsheet of vehicle inquiries as required by D.O.L.
- Process Parking Tickets: Match permit and IVIPS data to ticket recipient, maintain ticket information electronically, add/remove charges on student records, update older tickets in data program as payments are received.
- Parking Appeals: Schedule appointments for appeal, review applicant's history of infractions, provide applicant packets for Parking Appeals Committee
- Safe Driver Program Management (in accordance with state rules): Issue Safe Training Driver DVDto applicants, provide forms, run background checks. Submit tests out for official scoring, post approved and certified drivers after files are approved by District Campus Safety Director.
- Access Card Management: Program Access Cards for employees and Vet Tech students, adjust system settings as appropriate, run activity reports upon request, unlock/lock doors upon request.
- Key Management: Process key order requests for employees, maintain employee key assignment data utilizing Key Wizard key database, update room locations and associated key information upon changes in physical plant structure and building renovation, maintain key storage safe, issue/monitor contractor key sets and contractor access cards, monitor weekly checklist of key and key card holders for overdue key and access card returns.
- Update and maintain Campus Safety publications to include: parking tickets, Campus Safety brochure, parking permit applications, warning cards, key request cards, vehicle release forms, carpool passes, welcome to Pierce College cards, event arrows.
- Accident Reports: Scan copies to HR/Consultant and Safety Manager, scan, save and track accident information.
- Persons of Interest: Maintain files and spreadsheet for quick reference.
- Lost and Found - Process and maintain inventory of found items. Attempt to make contact with and return property to rightful owners.
- Order office supplies, order Safe Driver supplies, annual parking permits, and access cards.
- Consult with a variety of vendors regarding keys & door hardware.
- Process billing for miscellaneous vendors, process purchase requisitions and vouchers.
- Maintain monthly spreadsheet of purchases in order to reconcile monthly purchase card expense report.
- Initiate transfers through accounting department, charging back fees to other departments for all security background checks requested through the Pierce College district.
- Fuel card statements: Provide monthly fuel records, spreadsheets and compile an annual Gas Emissions Report.
- Record Retention: Follow state guidelines for records retention schedule and processing.
- In support of students, employees, and the public: Issuing parking permits, carpool passes, temporary passes, campus guides, key request cards, access card applications, incident statements, accident report forms, hazard forms, and tort form information.
- Explain parking procedures to new students and employees.
- Maintain up to date knowledge of FERPA and related legislation and apply to departmental activities/procedures to protect the confidentiality of the student.
- Answer and or route calls.
- Provide relevant college and Campus Safety department assistance and information to the college community (students, employees and visitors).
- High School Diploma or GED
- Progressive experience in an office/administrative support role requiring technical competency and attention to detail.
- Demonstrated experience with records management and performing data entry with a high level of accuracy using multiple databases and programs.
- Demonstrated experience providing customer service via phone, email and in person.
- Demonstrated generalized knowledge of Campus Security Act of 1990 (Clery) and ability to perform Clery reporting requirements within 6 months of employment.
- Two(2) years of working in a Campus Safety office.
- Some college from an accredited college or university
- The successful candidate must consent to and pass a criminal background checkafter a conditional offer of employment.
- No previous felony convictions.
Required CompetenciesAccountability & Dependability
Takes personal responsibility for the quality and timeliness of work and achieves results with little oversight by: arriving for work on time and following instructions, policies, and procedures; meeting productivity standards, deadlines, and work schedules; acknowledging responsibility for mistakes and taking appropriate steps to make corrections; meeting expectations without making excuses. If problems arise with co-workers, address the issues promptly with the supervisor's assistance, when appropriate.
Earns others' trust and respect through consistent honesty and professionalism in all interactions by: respecting the opinions and assessments of others; maintaining confidentiality during investigations and personnel matters; communicating truthfully.
Promotes cooperation and commitment within a team to achieve goals and deliverables by: knowing, respecting and supporting teammates' work; helping teammates who need or ask for assistance; encouraging team unity through sharing information and expertise, working to ether to solve problems and putting team success first; supporting fair treatment and equal opportunity for all.
Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect by: maintaining an open, approachable manner and treating others fairly and respectfully; preserving others' self confidence and dignity and showing regard for their opinions; seeking to resolve confrontations and disagreements constructively; focusing on the situation, issues, or behaviors, rather than the person; demonstrating a balance between building rapport and getting the work done.
Critical Thinking & Problem Solving
Thinks in terms of desired outcomes, not just reactive, quick solutions; finds ways to turn the ideal into reality; can discuss and project the aspects and impacts of issues and decisions. Shows insight into the root-causes of problems; generates a range of solutions and courses of action. Ability to learn, to reason, to think creatively, to make decisions, to solve problems, devise and implement action plans.
Adaptability & Flexibility
Adapts to changing business needs, conditions, and work responsibilities by: responding positively to change, embracing and using new practices or values to accomplish goals and solve problems; coping well and helping others deal with the ongoing demands of change; seeing and showing others the benefits of change; recovering quickly from setbacks and finding alternative ways to reach goals and objectives.
Maintains composure in stressful or adverse situations by: handling workloads, competing demands, changing assignments, interruptions and distractions with a positive attitude.
Attention to Detail
Diligently attends to details and pursues quality in accomplishing tasks by: performing tasks thoroughly with care and ensuring completeness; acquire, organize and maintain data, interpret and communicate ideas. Ability to access, evaluate, and apply information from a variety of sources, tools, and contexts, and adapt to changing technologies. Applies original thinking in approach to job responsibilities and to improve processes, methods, systems, or services.
Builds and maintains customer satisfaction by: seeking ways to improve service delivery; assessing the quality of services from the customer's point of view; recognizing adverse customer reactions and developing better alternatives; emphasizing a team approach to providing great customer service.
Diplomatically handles challenging or intense interpersonal situations by: working through difficult or awkward interpersonal situations in a positive and professional manner. Possessing and exercising excellent communications skills (including communication clarity and frequency, effective listening, providing feedback and assertive communication).
Listens accurately and actively as well as communicates clearly and effectively with individuals and groups. Communicates clearly and effectively in writing maintaining proper usage and grammar, and is able to review and critique the work of others.
Configure database software programs such as Report Exec and Key Wizard, and demonstrates the ability to run queries and reports (Level 2). Is able to use MS Outlook to compose, send, and respond to electronic mail, and utilize email program functions such as calendars and meeting requests. Ability to utilize public safety and emergency preparedness internet resources such as: Pierce County LINX and School Threat, IVIPS (DOL vehicle/ vessel inquiry), WA State Patrol (Washington Access to Criminal History).
The ability to exhibit tolerance of others; recognize the value of cultural, ethnic, gender, and other differences; understand the differences in and responds appropriately to others in the workplace; demonstrate trust in, sensitivity to, and mutual respect of others; recognize and manage personal biases.
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):
- How does this position impact the College's goal to support all students and to achieve racial and social equity in pursuit of mission?
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$3,734 with periodic increments up to $4.541 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).