Washington General Service (WGS)
Position Description
For assistance completing this form, contact your Human Resource Office or see the WGS Position Description Guide
and WGS Sample Position Description.
Position Information
Action: Update
Date:
Proposed Class Title:
HR Approved Class Title:
Effective Date:
Current Class Title:
Secretary Senior
HR Approved Overtime Eligible:
Yes
No
Seasonal/Cyclic:
Yes
No
Work Schedule:
Full Time
Part Time
Position Number/Object Abbreviation:
100T
Salary Range:
33
Position Included in a Bargaining Unit: Yes
If yes, indicate union: 02 WPEA
No
Assignment Pay:
Dual Language
Other
Incumbent’s Name (If filled position):
Frances Hector
Address Where Position Is Located:
500 Tausick Way, Walla Walla, WA 99362
Agency/Division/Unit:
Walla Walla Community College
Supervisor’s Name and Title:
Andy Winnett / Director
Supervisor’s Position Number:
Supervisor’s Phone:
509-529-1999
Position Objective
Briefly explain the purpose of the position and how it supports the organization’s mission (attach an organizational
chart).
This position performs clerical and administrative support duties for assigned Workforce Education programs, faculty,
professional and administrative staff and Student ASB Clubs. This position in the John Deere Program performs a
variety of daily operating functions in support of instructional program goals and objectives including clerical and
computer support to John Deere Tech, Diesel Tech, Farrier Science, Commercial Truck Driving and Outdoor Power
programs. Responsibilities include; greeting visitors/students, handling inquiries, part time and hourly payroll preparation
and reporting, payroll record management, course construction management, maintaining budgets, preparation of
expenses for payment and related budget tracking, Resale account management (billing, collecting, depositing payments
for Diesel Tech, Farrier & Outdoor Power resale accounts), travel arrangement and documentation, organization and
reporting for program advisory committees, coordinating equipment and material purchases for departments, student
help supervision and payroll reporting, maintaining files, maintaining office equipment and supplies as well as other
related office duties.
Assigned Work Activities (Duties and Tasks)
Describe the duties and tasks, and underline the essential functions. Assign a percentage of time to each duty. Task
statements should describe the action performed; to whom or what; using what tools, equipment, methods, and/or
processes; and the final product or outcome.
For more guidance, see the Essential Functions Guide and Examples of Work Statements.
% of time
(Must total 100%)
20%
List the assigned work in order of importance, with essential functions underlined.
Duty:
Resale Programs (Diesel Tech, Farrier Science, Outdoor Power)
Tasks include:
Process work orders, input invoices, prepare billings and interdepartmental transfers, make deposits
of payment. Keep computerized spreadsheet of transactions per WA State audit regulations and
maintain files for work orders.
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10%
10%
20%
10%
10%
5%
10%
5%
Duty:
Payroll Processing
Tasks include:
Code course information to reflect instructor payment for integration into PPMS, prepare
authorization line items; approve part time hourly time reports in lieu of supervisor if needed, submit
adjunct time reports to Payroll and maintain payroll information in office.
Duty:
Budgets
Tasks include:
Research budget information on FMS, maintain and document program accounts for expenses and
revenues for programs, export and distribute department budget spreadsheets and reconcile with
business office as required.
Duty:
Travel
Tasks include:
Organize travel arrangements and process related pre- and post-travel paperwork for instructors and
assist and process travel for Student ASB Clubs.
Duty:
Quarterly Schedule
Tasks include:
Work with instructors to research class information to prepare and code course information in SMS
for output in quarterly / annual schedules. Set up program classes; update Student Management
System (SMS) to reflect courses offered each quarter.
Duty:
Purchasing/VISA and Invoice Processing
Tasks include:
Research and prepare purchase requisitions for department purposes. Process Check Requests
and VISA reporting/reconciliation with Business Office
Duty:
Advisory Meetings
Tasks include:
Prepare meeting materials, contact committee, and maintain associated agendas and minutes as
required. Attend meetings when requested.
Duty:
Reception Duties/Department Mail
Tasks include:
Greet students and visitors, provide information, answer telephone, direct people as necessary,
gather and distribute incoming mail, route outgoing mail and deliver mail to out buildings.
Duty:
Office Maintenance/Special Projects/Other Duties
Tasks include:
Perform necessary basic/routine maintenance on office printers/copy machines. Contact appropriate
personnel of vendors for major breakdowns or maintenance needs. Keep paper supplies well
stocked.
Special Projects – Gather data and assist in the completion of department/program level
certifications. Produce flyers and emails for projects. Coordinate projects as assigned.
Other duties as required. Student Worker Supervision if attained.
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Lead Work/Supervisory Responsibilities
Lead Position: Yes
No
Supervisory Position: Yes
No
If yes, list each direct report below.
Assigns Work
Plans work
*Hires
Instructs Work
Evaluates Performance
*Terminates
Checks Others’ Work
*Takes Corrective Action
(*Has the authority to effectively recommend these actions.)
Class Title of Direct Report(s)
No. of
Positions
Work Schedule
Add information that clarifies this position’s lead or supervisory responsibilities:
Working Relationships
Level of Supervision received (check one): For more guidance see: Glossary of Classification Terms.
Direct/Close Supervision: Most work is reviewed in progress and upon completion.
General Supervision: Completed work is spot checked.
General Direction: Completed work is reviewed for effectiveness and expected results.
Administrative Direction: Completed work is reviewed for compliance with budget, policies, laws, and program goals.
Add information that clarifies this position’s interactions with others to accomplish work:
Continuity of Operations Plans (COOP) Designation – For Disaster or Emergency Recovery
For more information see: COOP and Critical Positions.
Is this position critical based on agency COOP? Yes
No
If yes, describe how the position supports the agency COOP Critical Functions:
Working Conditions
Work Setting, including hazards:
Schedule (i.e., hours and days):
Travel Requirements:
Tools and Equipment:
Customer Interactions:
Other:
Qualifications
List the education, experience, licenses, certifications, and competencies (knowledge, skills, abilities, and behaviors).
Required Qualifications:
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Preferred/Desired Qualifications:
Computer Skills: Must have a good working knowledge of MS Office Programs, email programs and ability to navigate
the internet, college programs and files
Ability to communicate in written and verbal format
Ability to understand payroll and budget functions and associated spreadsheets
Ability to navigate SMS and understand code translations to PPMS and FMS
Must be able to work prioritize and the ability to efficiently support multiple programs and run the office smoothly
Must be able to reconcile monies when working with deposits
Special Requirements/Conditions of Employment
List special requirements or conditions of employment beyond the qualifications above.
In-Training Plan, If Applicable
Acknowledgement of Position Description
The signatures below indicate that the job duties as defined above are an accurate reflection of the work performed by
this position.
Date:
Supervisor’s Signature (required):
Date:
Appointing Authority’s Name and Title:
Signature (required):
As the incumbent in this position, I have received a copy of this position description.
Date:
01/10/2017
Employee’s Signature:
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Position details and related action have been taken by Human Resources as reflected below.
For Human Resource/Payroll Office Use Only
Approved Class Title:
Class Code:
Salary Range:
Effective Date:
Pay Scale Type:
Job Analysis On File?
Yes
No
Position Retirement Eligible:
Yes
No
Business Area:
Position Type (Employee
Group):
Position is:
Funded
Non-Funded
Personnel Area (FEIN):
EEO Category:
Employee Sub-Group:
County Code:
Workers Comp. Code:
Cost Center Codes
COST
CENTER
PCT. (%)
FUND
FUNCTIONAL
AREA
COST OBJECT
AFRS PROJECT
AFRS ALLOCATION
Date:
HR Designee’s Name:
HR Designee’s Title:
HR Designee’s Signature:
Date:
Budget Designee’s Name:
Budget Designee’s Title:
Budget Designee’s
Signature:
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