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Facilities & Operations Administrative & Accounting Specialist
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Chemeketa Community College
Salem, OR (In Person)
$62,646 Salary, Full-Time
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Job Description
Facilities & Operations Administrative & Accounting Specialist Chemeketa Community College
- 4.3 Salem, OR Job Details Part-time | Full-time $4,772
- $5,669 a month 1 day ago Benefits 457(b) Disability insurance Health insurance Flexible spending account 403(b) Loan forgiveness Life insurance Qualifications Word processing Spreadsheets English Desktop applications Data entry Productivity software Full Job Description
JOB INFORMATION
Provides high-level administrative support to the Director of Facilities & Operations. Primary responsibilities are dedicated to departmental financial support, including high-volume invoice processing, creation of requisitions and contract worksheets, managing interdepartmental chargebacks, and collaborating closely with the Accounts Payable and Procurement departments. The position also manages the daily operation of the reception area and administrative workflows. Chemeketa is a proud Hispanic-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of our diverse students, employees, and community. We seek to foster cultural competence and pursue equitable solutions that support all students in achieving their educational goals. If you are interested in joining the work of the college to pursue a supportive and inclusive culture, we encourage you to apply. When applying for this position, please attach the electronic documents listed below. Failure to do so will result in your application being rejected as an incomplete application. Any documents you provide that are not listed will not been seen by the Search Committee. Unofficial Transcripts- An electronic copy of your academic transcript(s) from an accredited institution which clearly indicate the degree awarded, and any other applicable information, must be attached with your application if you would like it considered as part of your eligibility for the position.
DUTIES & RESPONSIBILITIES
Departmental Accounting Support Process all incoming invoices and Applications for Payment (ACP) for Facilities & Operations, effectively managing a high-volume workload. Review contractor Applications for Payment (ACPs) for factual accuracy, proactively identify discrepancies and collaborate with to contractors and project managers to resolve them efficiently. Verify and apply all required accounting identifiers to invoices and ACPs, including receipt dates, vendor/contractor K numbers, department organization numbers, account codes, location codes, and activity codes Ensure compliance with internal invoicing and submission protocols by directing external vendors (e.g., contractors, consultants) on proper billing flow and approval chains for project-specific invoices. Prepare and process documentation (e.g., contract worksheets, change orders) required for contract amendments to adjust Not to Exceed (NTE) amounts or extend services. Cross-reference and record corresponding Blanket Purchase Order (BPO), Purchase Order (PO), or Contract numbers on all relevant invoices and ACPs. Transmit all invoices designated for direct deposit or check payment to the Accounts Payable department via electronic submission. Prepare and process all financial documentation, including requisitions, change orders, contract worksheets, contract renewal forms, and check requests. Execute all interdepartmental chargebacks associated with construction projects, remodels, and special equipment procurements. Reconcile monthly purchases made on multiple high limit PCards including the detailed accounting and allocation of complex split charges. Receive, code, and promptly deposit all departmental revenue checks (e.g., Energy Trust rebates and recycling payments) with the College's Accounts Receivable office. Generate and complete all Bureau of Labor and Industries (BOLI)/Prevailing Wage compliance documents for construction projects exceeding state defined thresholds. Independently monitor and maintain tracking for numerous department budget (organization) numbers using a proprietary spreadsheet, provide timely updates to the Director of Facilities regarding financial status, concerns, and key accomplishments. Compile relevant documentation and provide support to bi-monthly budget review meetings with the Director of Facilities & Operations and relevant Budget & Finance/Business Services staff to review and discuss budget performance. Department Administrative Support Oversee the daily reception operations for Facilities & Operations, ensuring a professional environment, optimized information flow and exceptional customer experience. Partner with reception personnel to streamline correspondence distribution and enforce high standards of accuracy and order within the central filing system. Establish and organize all project notebooks and accurately file all incoming correspondence. Coordinate and ensure continuous coverage for the Facilities reception area during the reception staff absences. Serve as a primary information resource, providing general College and specific departmental details via phone and in person, making necessary referrals, and maintaining professional interaction with internal and external divisions, offices, and departments. Oversee meeting coordination and maintain the Director of Facilities & Operations calendars to support efficient scheduling and strategic time management. Serve as the key administrative liaison for new staff onboarding by coordinating with Human Resources and Information Technology to ensure timely access to required accounts and systems (e.g., email provisioning via Banner system data entry). Provide targeted training to full-time and part-time departmental staff on administrative documentation and procedural requirements, delivering instruction as needed to ensure consistency and compliance. Draft, compose, type, and edit a wide range of critical documents for the Director of Facilities & Operations, including correspondence, formal reports, confidential materials, and detailed project specifications. ?Monitor meeting attendance for all individuals scheduled with the Director of Facilities & Operations and ensure accurate, up-to-date event information is reflected across unit calendars. Oversee and coordinate the workload and assignments of student workers and/or part-time employees. Oversee the management of the fiscal year closeout process, collaborating closely with the Accounting and Procurement departments to ensure the proper closure or carryover of all open purchase orders and encumbrances. Institutional Expectations Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds Participates in recruitment and retention of students at an individual and institutional level in promotion of student success Embraces, understands and uses appropriate technology tools to accomplish job functions Provides high quality, effective service to internal and external customers through continuous improvement and adoption of lean office practicesCANDIDATE QUALIFICATIONS
Your application will be scored based on the minimum qualifications, core competencies, and preferred qualifications listed below. If you are unsure whether you meet all of the qualifications , we encourage you to apply and address through your application materials all of the relevant education, transferable skills, and related experience that makes you a great candidate for this position. The information provided on your application will be used to determine step placement upon hire. Please ensure you include all information on your application which you wish to be considered.Minimum Qualifications:
This level requires an equivalency of six (6) years of full-time work experience in the knowledge and skills listed above.- OR•Bachelor's Degree in Accounting, Business Administration, Construction or Project Management and/or a related field.
- OR•Associate's Degree in Accounting, Business Administration, Construction or Project Management and/or a related field AND four (4) years of full time work experience which reflect the knowledge and skills listed above.
Core Competencies:
Experience with invoice processing, billing, chargebacks, and budget tracking. Proficiency in spreadsheets, basic database management, and high-volume data entry. Knowledge of English grammar, spelling, and punctuation and the rules of written composition. Proficiency in word processing software, general recordkeeping, and following office procedures.Preferred Qualifications:
Preference may be given to those with a Bachelor's Degree in accounting, project management, facilities operations or related field.Skill in:
facilitating training sessions; conducting administrative research; identifying and resolving problems; providing customer service; filing; performing basic mathematical calculations; using computers, equipment and related software applications; preparing a variety of reports; prioritizing work and performing multiple tasks;; providing customer service; maintaining various confidential records; Strong communication and interpersonal skills for effective interaction with coworkers, supervisors, and the general public.Knowledge of:
project management principles; customer service principles; general recordkeeping principles; basic database management principles; inventory maintenance principles. Familiarity with procurement processes, contract terminology, and financial documents specific to construction/facilities projects.ADDITIONAL INFORMATION SCHEDULE & MODALITY
This position is not eligible for remote/hybrid work.TERMS OF EMPLOYMENT
This is a 100%, 12-month classified assignment at pay grade 14. This position has a 6-month probationary period All positions at Chemeketa are required to be available for work onsite as requested by the college. Requires flexible work schedule to meet program needs, which may include evenings and/or weekends This position may require the use of your personal vehicle for transportation between campus locations If requested, requires the provision of official transcripts upon hire Employees must maintain Oregon, Washington or Idaho residency as a condition of employment. Successful applicants for designated positions must successfully pass a background inquiry, which may include criminal, driving, credit and full background checks. Only information relevant to the position will be considered. An individual with negative information on their background inquiry will not necessarily be denied employment. Providing false information will result in rejection of an application, employment offer or dismissalPHYSICAL REQUIREMENTS
Sedentary Work:
Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary requirements are met.VETERANS' PREFERENCE
Applicants are eligible to use Veterans' Preference when applying with Chemeketa Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum criteria of the position and electronically attach the required documentation at the time of application. For information regarding Veterans' Preference qualifications, visit http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlqDOCUMENTS REQUIRED FOR VETERANS' PREFERENCE
One of the following:MEMBER COPY 4
of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215)- OR•Letter from the US Dept.
- OR•Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate In addition to one of the above documents, Disabled Veterans must also submit one of the following: A copy of their Veterans disability preference letter from the Department of Veterans Affairs•OR•Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.