Driver Education Program Assistant

JOB INFORMATION

The Driver Education Program Assistant supports outreach, clerical/office support, and community relations to promote Chemeketa Driver Education programming and Team Oregon Programming. These efforts include schedule input and ODOT compliance with Driver Education instructors, and collaborating with local schools, Oregon Department of Transportation, AARP, Western Oregon University and Oregon State University Team Oregon to coordinate and provide programming in partnership with these organizations and across the service district on Chemeketa and non-Chemeketa designated sites. This position also provides front office support for the Agriculture Complex and Commercial Driving Program.

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. 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.

DUTIES & RESPONSIBILITIES

• Maintains broad and current knowledge about the ODOT driver education program requirements and supports staff, students, instructors, partners, businesses, and the public including but not limited to: facilities rentals, equipment services, curriculum, textbook requirements, designated drive routes, and course offerings
• Answers telephones, email inquiries, gives information to callers, takes messages, or transfers calls to appropriate individuals
• Provides backup support for CDL programming including management of records, paperwork, filing and scheduling
• Composes types and distributes meeting notes, routine correspondence, or reports
• Serves as a technical resource to employees, students, and the community regarding departmental information, policies, procedures, and processes, which may include: providing general customer service; researching and responding to inquires; and providing information regarding college policies and procedures; may include situations of a confidential nature
• Prepares and proofs a variety of correspondence and non-credit instructional materials including but not limited to: operational manuals, non-credit course syllabi, outlines, exams, reports, graphs, forms, flyers, brochures, advertisements, newsletters, and/or other related documents required by ODOT
• Actively participates in outreach and marketing to drive interaction and foster development within the community
• Responsible for the non-credit application and registration process for students including banner applications and cashiering
• Monitors the continuing education requirements for qualifying Drive Instructors
• Liaison for all locations throughout the college district where driver education is offered
• Determines if a referral is appropriate and directs to the resource person or office
• Registers on-and off-site students
• Attends parent/student orientation class and prepares materials
• Attends ODOT and OTSEA professional development conferences and meetings
• Maintain and orders supply, equipment, and/or inventories; may receive merchandise and verify orders against purchase orders

• Receives, processes, and/or maintains various confidential records, files, and databases requiring compilation of varied information (i.e.: ODOT driving records, department files, confidential records such as drivers license, FRL, TANF, and SNAP verification, assists employees, students, and other interested parties in completing applicable records and information
• Generates the quarterly schedule, completes banner input, and college scheduling deadlines
• Oversees maintenance of Driver Ed vehicles
• Receives distributes, verifies prices, refunds students needing to drop from the program
• Prepares facilities use agreement for Director’s signature for classes at partner High School and Chemeketa Community College locations for partners such as AARP, Team Oregon and Western Oregon University
• Evaluates student tracking, verifies ODOT compliance, inputs data into DMV2U to generate completion certificate
• Coordinates with Western Oregon University to reserve classroom space and vehicle usage
• Verifies driver education instructor purchases for gas and misc expenses; completes the bank deposit transactions
• Confirms proof of schedules with Director and prepares required office and data reimbursement documents
• Supports Team Oregon through scheduling for classroom and parking lot usage
• Updates program handbook, applications and website
• Supports the development of non-credit continuing education curriculum
• Develops, maintains, and verifies and variety of recordkeeping systems to maintain ODOT compliance
• Completes Banner input, PA’s for Pay, and Banner Reports as requested from director
• Schedules and advertises online continuing education courses year round
• Prepares for and participates in ODOT and DMV audits
• Participates in ensuring efficient program operations, which may include: recruiting/hiring instructors, notifying students of cancelled classes, identifying potential problems, and /or performing other related activities
• Coordinates the collection of data from multiple sources; compiles special reports as needed; reviews and verifies data for completeness and accuracy

• Implements ODOT updates, changes and Instructor qualifications
• Communicates and verifies teaching/driving schedule with Driver Ed instructor
• Prepares, compiles, distributes, and monitors materials for non-credit classes, within Driver’s Education, including registration packets, instructional materials, media requests, class rosters, course outlines, copy materials, and course evaluations
• Provides administrative support to drive ed instructors as needed

• 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

CANDIDATE 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:

Core Competencies:

• Customer service principles
• Modern office equipment and procedures
• General record keeping principles
• Basic database management principles
• Inventory maintenance principles
• Applicable computer programs and equipment
• Basic math, spelling and grammar principles

• Prioritizing tasks
• Monitoring records and files
• Maintaining supply inventories
• Managing projects
• Facilitating training sessions
• Conducting research
• Identifying and resolving problems
• Providing customer service
• Using modern office equipment
• Filing
• Performing basic mathematical calculations
• Using computers and related software applications
• Preparing a variety of reports
• Prioritizing work and performing multiple tasks
• Maintaining various databases
• Providing customer service
• Maintaining various confidential records
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, schools, and the general public sufficient to exchange or convey information and to receive work direction
• Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others.

Preferred Qualifications:

• Two years of full time equivalent administrative support experience
• Bachelor's Degree from an accredited institution
• Knowledge and utilization of DMV2U portal, ODOT Compliance Microsoft and Google Suite; and Banner 9

ADDITIONAL INFORMATION

SCHEDULE & MODALITY

• This is a 100%, 12-month classified assignment at the pay grade 11.
• 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

Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Even though weight lifted may be negligible, it may be rated light work if frequent walking and/or standing is required. Must be able to drive a vehicle.

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.

LEGAL COMPLIANCE

Chemeketa Community College prohibits unlawful discrimination based on the following:

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.

504/ADA Coordinator for Students

For concerns, inquiries or complaints regarding student disability accessibility and accommodations, please contact Karen Alexander, Director of Student Accessibility and Testing Services. Ph: 503.399.5276

Section 504/ADA Coordinator for Employees

For concerns, inquiries or complaints regarding employee disability accessibility and accommodations, please contact Alice Sprague, Vice President of Governance & Administration. Ph: 503.399.2537

Persons having questions or concerns about Title IX, which includes gender-based discrimination, sexual harassment, sexual violence, gender-based violence, and stalking, please contact the Title IX coordinator, Jon Mathis. Ph: 503.584.7323, Located at 4000 Lancaster Dr. NE, Salem, OR 97305, You can find additional information at http://go.chemeketa.edu/titleix.

All persons having questions or concerns related to Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer at 503.399.2537, 4000 Lancaster Dr. NE, Salem OR 97305.

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. For language access please call 503.315.4586 or email courtney.saldivar@chemeketa.edu.

In addition to a rewarding and energizing career opportunity, Chemeketa offers a comprehensive benefits package to all salaried Chemeketa employees and eligible dependents. Benefits available to Chemeketa employee's include:

Core Benefits: Complete health insurance package, employer-paid group life insurance, Long term disability insurance, employee assistance programs

Voluntary Benefits: Voluntary life insurance, long term care insurance, AFLAC cancer insurance, flexible spending accounts.

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.

Additional perks of joining the Chemeketa team include tuition waiver for employees and their qualifying dependents, on-campus wellness activities, and generous leave policies.