CCBI Bilingual Administrative Assistant

The Chemeketa Small Business Development Center (SBDC) promotes entrepreneurship and small business growth in the Mid-Valley Region by providing no-cost business advising, training and resources to business owners. The administrative assistant provides office administration and administrative support for all aspects of SBDC operations, including communicating with SBDC clients in English and Spanish. The administrative assistant is the initial point of contact for the SBDC and interacts with a variety of constituents with a positive attitude in a self-directed, fast-paced environment. The administrative assistant is responsible for a variety of record keeping and data tracking activities, business adviser scheduling and communication, community outreach support, and development of materials and media that are utilized both internally and externally. The administrative assistant will also support operations and services for the Chemeketa Center for Business and Industry.  

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.

• Resume
• Cover Letter
• 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. Any applicants who earned academic credentials from outside of the United States and wish to use those credits for consideration must also upload an evaluation of college credit earned at the non-U.S. institution.

Essential Functions:

Customer Support

• Review clients needs and communicates regarding appropriate advising placement 

• Assists in the coordination of SBDC services and resources 

• Assists students/clients in understanding SBDC’s client journey and services

• Uses a variety of communication methods including but not limited to phone, email, newsletters, social media and websites 

• Provides program and college information to staff, students and the general public

• Makes appropriate referrals to partners and community resources

• Coordinates incoming requests for information, data, departmental information, policies, procedures, and processes, researches and responds to inquiries

• Serves as a technical resource to employees, students, clients, and the community regarding department programs, policies, procedures, and processes, which may include providing general customer services such as researching and responding to inquiries, and providing information

Client Services

• Provides current and prospective SBDC students/clients information regarding:

• Resources and services available for the SBDC Center

• Registration

• Business resources

• Triage client’s situation to determine best fit for the advising appointments individually and with other staff members

• SBDC technical assistances, classes and programs

• Small Business Management (SBM) Program

• Oregon SBDC Network services

• Provides administrative support for the Small Business Management program and all other SBDC programs

• Utilizes the Oregon SBDC Network tracking system to manage the Center’s student/clients including completing notes, tracking advisors notes, compiling reports and responding to Directors date requests

Department Responsibilities

• Monitors daily operational activities of the department

• Utilizes the 25Live scheduling for CCBI/SBDC

• Tracks multiple projects simultaneously

• Performs independent work from brief guidelines or instructions

• Anticipates needs of department, staff, and business advisers 

• Participates in problem solving and team discussions

• Performs various clerical duties, utilizing standard office equipment, which may include: screening incoming calls; taking and transmitting messages, distributing mail, making photocopies of various correspondence; typing, word processing, laminating, receiving payments and ordering and maintaining supplies, scheduling and taking minutes

• Conducts research and gathers information related to specialized activities and information in assigned area of responsibility

• Participates in the development and implementation of office policies and procedures

• Supports provision of ongoing professional development opportunities for SBDC Business Advisers and instructors

• Provides group presentations, tours, client orientations, workshops, college and career fairs, and other activities

• Assists in preparation and assemblage of materials for presentations, advising manuals, orientation, and other activities

• Attends various meetings, taking notes or minutes, typing and distributing, as necessary

• Assists in preparation and assemblage of materials for presentations, advising manuals, orientation, and other activities

• Represents the SBDC at events and meetings. Maintains frequent and appropriate communication with the Director regarding SBDC and CCBI activities 

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 practices

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:

High School Diploma/General Equivalency Diploma (G.E.D.)

-AND-

Three years of full-time equivalent secretarial experience

-AND-

Required: Bilingual/Biliterate: English/Spanish (Speak, Read, Write)

-OR-

Associate’s degree from an accredited institution

-AND-

One year of full-time equivalent secretarial experience

-AND-

Required: Bilingual/Biliterate: English/Spanish (Speak, Read, Write)

Core Competencies:

• Skill in providing excellent customer service

• Problem solving background

• Ability to understand and carry out oral and written directions; work independently with accuracy and speed; work with detailed repetitive tasks

• Using modern office equipment; filing; performing basic mathematical calculations

• Using computers and related software applications such as Google Suite, Microsoft Office, customer/client management systems, etc.

• Prioritizing work and performing multiple tasks; good organizational skills and time management.

• Preparing accurate reports; maintaining databases

• Maintaining confidential records

• Good communication and interpersonal skills with coworkers, supervisor, the general public, etc. sufficient exchange or convey information and to receive work direction

• Ability to effectively work with a diverse population of staff, students and the public

• Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others

Preferred Qualifications:

• Bachelor’s Degree from an accredited institution

• Experience in classroom or public presentations, program planning and implementation experience. 

• Experience managing projects; facilitating training sessions, conducting research; identifying and resolving problems

• Employment in a setting focused on advising small business

SCHEDULE & MODALITY

This position is not eligible for remote/hybrid work.
TERMS OF EMPLOYMENT

• This is a 100%, 12-month classified assignment of the B2 band and grade
• Please note: The college is currently undertaking a comprehensive classification and compensation study.  No employee will lose base pay because of this study, however, classification titles and pay grades may change.  The successful candidate will receive notice of all changes prior to implementation which is currently projected for the Summer of 2024.
• 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 dismissal

PHYSICAL 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.shtmlq

DOCUMENTS 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. of Veterans Affairs indicating receipt of a non-service connected pension -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.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/ 

*Please Note: As part of the first round of screening, the committee will conduct an anonymous review of the application materials and will not be able to view any personally identifiable information. Please be sure that your application is complete and thoroughly depicts how you meet the minimum qualifications, core competencies and preferred qualifications. Required documents must be provided at the time of application. Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. Chemeketa makes employment decisions based solely on the candidate’s demonstrated competencies as related to successful performance in the position.  

PUBLIC SERVICE LOAN FORGIVENESS

Chemeketa Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

EQUAL OPPORTUNITY EMPLOYER

Chemeketa Community College prohibits unlawful discrimination based on the following:

Or any other status protected by federal, state, or local law in any area, activity or operation of the College. The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with rights or privileges granted under federal, state or local laws.

Under College policies, equal opportunity for employment, admission, and participation in the College’s programs, services, and activities will be extended to all persons, and the College will promote equal opportunity and treatment through application of its policies and other College efforts designed for that purpose. All persons having questions or concerns related to Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer at 503.399.2537, 4000Lancaster Dr. NE, Salem OR 97305.  

Persons having questions or concerns about Title IX, which includes gender based discrimination, sexual harassment, sexual violence, interpersonal violence, and stalking, contact the Title IX coordinator at 503-584-7323, 4000 Lancaster Dr. NE, Salem, OR 97305, or http://go.chemeketa.edu/titleix. Individuals may also contact the U.S. Department of Education, Office for Civil Rights (OCR), 810 3rd Avenue #750, Seattle, WA 98104, 206.607.1600. To request this publication in an alternative format, please call 503.399.5192.