Job Details

Administrative Assistant 3– Workforce Services

Position Number: 9843231
Location: Spokane, United States
Position Type: Secretary and Administrative Assistants

Administrative Assistant 3-- Workforce Services

Community Colleges of Spokane

Location: Spokane Falls Main Campus Spokane

Department: SFCC Student Support Services

Salary Range: $4,004 - $5,376

Starting salary for this position is: $4,004 (Monthly)

Employees hired at the entry step of this range receive salary step advancement after six months and every 12 months thereafter. An employee hired at anything higher than the entry step of the range will have salary step advancement after 12 months and every 12 months thereafter until they reach the top of the salary range. Each salary step advancement will be approximately a 5% increase.

About Us

Spokane Falls Community College, part of Spokane Colleges, serves 6,000 students with liberal arts/transfer and professional technical programs across a 12,302 square mile region in Eastern Washington.

Applications will be accepted until 4:00 p.m. PST on 09/28/2026. The application process will not be available after this time. To ensure consideration make sure your application is completed and submitted as soon as possible. Applications will only be accepted prior to 4:00 p.m. on the closing date.

About the Administrative Assistant - Workforce Services (Administrative Assistant 3)

JOB SUMMARY

Under general supervision of the Director of Workforce Services, the Administrative Assistant 3 performs professional-level administrative support for Workforce Services. The position maintains administrative records and tracking systems, schedules meetings and events, prepares and routes documents, tracks budget and purchasing activity, reconciles purchasing card documentation, coordinates Time and Effort reporting materials, prepares routine reports and correspondence, supports hiring and onboarding paperwork, and maintains office procedures and workflow tools used by the department.

This position provides administrative support to the Director of Workforce Services and works with faculty, staff, students, district departments, workforce partners, community organizations, external agencies, and grant-related stakeholders. The position responds to routine inquiries, routes questions to the appropriate program or department contact, tracks pending items, and follows up on administrative tasks to support timely service delivery.

The position exercises independent judgment in organizing assigned work, prioritizing competing deadlines, maintaining confidential records, preparing documents for review or signature, tracking administrative requirements, and referring policy, budget, compliance, personnel, or student eligibility decisions to the appropriate supervisor or manager.

DUTIES AND RESPONSIBILITIES

Administrative Office Support and Communication

Respond to phone, email, and in-person inquiries from students, staff, faculty, community partners, and external agencies; provide routine information regarding Workforce Services office procedures, document submission steps, appointment scheduling, and general service referrals. *
Maintain shared office calendars, schedule meetings, send calendar invitations, reserve rooms, prepare agendas and meeting materials, take notes when requested, and track follow-up items from meetings. *
Prepare, proofread, format, and distribute routine correspondence, forms, instructions, flyers, meeting notices, agendas, reports, and other office documents using Microsoft Office, Adobe Acrobat, email, shared drives, and other district-approved systems. *
Route forms, documents, requests, and correspondence to the Director, Office Manager, Business Office, Human Resources, Payroll, Financial Aid, Admissions and Registration, Facilities, Information Technology, or other departments for review, approval, or action. *
Maintain contact lists, distribution lists, staff schedules, office procedure documents, and routine communication materials used by Workforce Services. *

Records, Tracking Systems, and Reporting Support

Maintain electronic and paper records for Workforce Services activities, including student support documentation, grant files, outreach records, event materials, attendance sheets, partner contact records, and program support documentation. *
Enter, update, scan, upload, file, and retrieve documents in shared drives, spreadsheets, databases, student information systems, and other department tracking systems. *
Maintain spreadsheets and tracking logs used to monitor grant documents, student support activities, outreach contacts, purchasing activity, budget information, deadlines, and pending administrative tasks. *
Review records and tracking logs for completeness, identify missing documents or information, follow up with staff or students on routine missing items, and refer unresolved issues to the Director. *
Compile routine information from records, spreadsheets, databases, and tracking logs for reports, grant documentation, billing materials, meeting updates, and internal planning documents. *

Grant, Time and Effort, and Compliance Documentation Support

Prepare, collect, track, scan, file, and maintain grant-related documentation, including applications, billing materials, award documentation, activity records, supporting receipts, reporting materials, and other documents required by district, state, or grant procedures. *
Maintain tracking calendars for grant-related deadlines, report due dates, billing timelines, documentation requirements, and recurring administrative tasks. *
Coordinate Time and Effort reporting by distributing forms, tracking deadlines, collecting completed reports, reviewing documents for completeness, following up on missing items, and maintaining reporting files. *
Assist with preparation of grant reports and documentation by gathering records, compiling supporting materials, formatting documents, checking for completeness, and routing materials for review and approval. *
Maintain confidentiality of student, personnel, financial, grant, and compliance-related records in accordance with FERPA, district procedures, grant requirements, and record retention expectations. *

Budget, Purchasing, Travel, and Operational Processing

Track and reconcile budget-related information by maintaining expenditure spreadsheets, collecting receipts, reviewing purchasing card transactions, monitoring supply orders, and preparing routine budget summaries for supervisor review. *
Prepare and process purchasing documents, requisitions, supply orders, invoice documentation, travel forms, purchasing card records, and related materials according to district procedures. *
Reconcile purchasing card transactions by collecting receipts, checking transaction information, entering required details, coding purchases, identifying missing documentation, and routing completed materials for approval. *
Coordinate travel documentation by preparing travel forms, collecting required information, tracking approvals, gathering receipts, and assisting with expense documentation. *
Submit and track facilities requests, work orders, technology requests, room setup requests, catering requests, and other operational service requests needed for Workforce Services activities. *

Personnel, Hiring, and Onboarding Administrative Support

Support recruitment and hiring processes by scheduling interviews, preparing interview materials, collecting application or hiring documents as assigned, tracking completion of required steps, and coordinating with Human Resources. *
Prepare and route personnel-related documents, onboarding materials, stipend forms, hourly employee paperwork, work-study documentation, payroll-related forms, and other routine employment materials for review and approval. *
Maintain tracking logs for part-time/hourly employees, student employees, work-study employees, onboarding steps, stipend requests, and other personnel-related administrative items. *
Provide task direction and workflow support to temporary hourly employees, student employees, and work-study employees by explaining assigned tasks, demonstrating office procedures, reviewing completed work for accuracy, and referring performance or conduct concerns to the supervisor. *

Events, Outreach, and Student Engagement Logistics

Provide logistical support for orientations, workshops, trainings, outreach events, student engagement activities, advisory meetings, and partner meetings by reserving rooms, preparing materials, sending reminders, arranging supplies, coordinating catering or room setup, and maintaining attendance or participation records. *
Prepare event materials such as agendas, sign-in sheets, handouts, packets, name tags, flyers, presentation materials, and follow-up communications. *
Track outreach and event activity by maintaining attendance sheets, contact lists, participation records, event files, and post-event documentation. *
Assist with department communications by preparing routine announcements, drafting student or partner communications, submitting website update requests, preparing marketing request forms, and distributing approved outreach materials. *

Office Procedures and Workflow Maintenance

Maintain and update office procedures, workflow checklists, forms, templates, calendars, spreadsheets, filing structures, and procedural documents established by the Director, or division leadership. *
Identify routine administrative problems such as missing forms, incomplete records, scheduling conflicts, delayed approvals, or unresolved service requests; gather information, follow up with appropriate contacts, and refer matters requiring policy, funding, compliance, personnel, or supervisory decisions to the appropriate administrator. *
May provide task direction and workflow support to temporary hourly employees, student employees, and work-study employees. This position does not hire, evaluate performance, discipline, take corrective action, or effectively recommend those actions.
Model professional decorum and mutual respect in all personal interactions. *
Comply with district policies, procedures and directives, state and federal regulations, grant requirements, orders and statutes, and collective bargaining agreements. *
Support and advance Spokane Colleges' strategic plan and perform other duties as assigned. *

* Indicates this is an essential duty.

COMPETENCIES

Action Oriented
Optimizes Work Processes
Ensures Accountability
Nimble Learning
Collaborates
Values Differences
Communicates Effectively
Instills Trust
Demonstrates Self-Awareness
Organizational Savvy
Plans & Aligns
Situational Adaptability

Learn more about our competencies.

MINIMUM QUALIFICATIONS

A high school diploma, GED, or equivalent.
Two or more years in an administrative support environment that demonstrates the candidate meets all competency requirements for the position.
Knowledge of or experience using computers and software functions necessary in a modern office environment, including knowledge of Microsoft Office products (especially Word and Excel), Adobe Acrobat Pro (or similar), database systems, and virtual meeting platforms.
Demonstrated experience carrying out multiple functions and responsibilities with differing deadlines and priorities while working independently and staying organized in a fast-paced environment.
Proven ability to understand, track, monitor, and reconcile budgets.
Experience in maintaining confidentiality, communicating clearly, working independently, and managing time effectively.
Experience creating an effective working environment through positive interactions with others and a recognition of the value of each individual.
Demonstrated commitment to creating a welcoming and safe environment for students, faculty, and staff.

DESIRED QUALIFICATIONS

Associate degree or higher.
Three or more years of progressively responsible experience in an office or general administrative support work.
Experience in a higher education environment.
Experience using Student Information Systems (PeopleSoft, ctcLink) and event software (25Live).
Supervisory skills and experience.

PHYSICAL REQUIREMENTS

Work is performed in an office environment with frequent interruptions and background noise.
Work is sedentary.
Seldom move up to 25 lbs.
Work directly with students/clients.

CONDITIONS OF EMPLOYMENT

Full-time schedule (12 months, 40 hours per week).
This position is overtime eligible.
6-month probationary period.
May require infrequent local or regional travel.
Criminal background check is required.
This position is covered under a collective bargaining agreement. Membership is optional.

Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the district to sponsor an H1-B visa. In addition, the Spokane Colleges maintain a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment.

Prior to a new hire, a background check including criminal record history will be conducted. 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. Once an applicant is chosen for a position, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

Benefits Information

Medical, dental, life and long term disability insurance benefits are provided as currently administered under Public Employees Benefits Board; WA State Retirement Plan; vacation and sick leave begin to accrue at the rate of 11.33 hours vacation and 8 hours sick leave per month, upon employment. (For positions that are less than full time, leave accruals will be prorated to the percentage of the position.) This position is designated a bargaining unit position and union membership is not a condition of employment. Leave accruals and usage are governed by the WFSE collective bargaining agreement.

Public Employees Benefits Board

Additional benefits information

Required Application Materials

To qualify for consideration, applicants must meet required competencies and submit a complete application packet, which includes the following:

Cover letter - addressing your qualifications relevant to the responsibilities of this position.
Resume.
References - the names, addresses, and phone numbers of three professional references.

For questions regarding a job application or the hiring process, or if you require an accommodation during the application or interview process, please contact HR at CCS.Recruiter@ccs.spokane.edu.

Equal Opportunity Institution

Spokane Colleges provides equal opportunity in education and employment and does not discriminate on the basis of race, color, creed, religion, national origin, citizenship or immigration status, age, sex, pregnancy or related conditions, sexual orientation, gender identity or expression, marital status, genetic information, disability, veteran or military status, or use of a trained guide dog or service animal. Spokane Colleges complies with applicable federal and state civil rights laws, including Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, the Americans with Disabilities Act, and Washington state nondiscrimination laws.

Direct all inquiries or grievances regarding access, Title IX, ADA, equal opportunity compliance, and/or grievances to:
Frederick Davis, MA
Chief Human Resources Officer
Spokane Colleges
P.O. Box 6000, MS1004
Spokane, WA. 99217-6000
509-434-5040 / ccs.titleix@ccs.spokane.edu.

To apply, please visit: https://careers.ccs.spokane.edu/jobs/administrative-assistant-3-workforce-services-spokane-washington-united-states