DEFINITION:

To perform a variety of complex technical and administrative duties including process and review of  records for Economic and Workforce Development (EWD) Law Enforcement Programs; provide detailed information and advising to current and potential students for Continuing Education.

***This is a REPOST. Previous applicants do not need to reapply***  

SUPERVISION RECEIVED AND EXERCISED:

• Receives general supervision from the Director, Law Enforcement Programs  and Program Director, BLET
• Exercises no supervision.

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTIONS STATEMENTS:

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

• Compose and prepare a variety of regular and confidential documents including general correspondence, agendas, reports, class schedules, tests, course outlines, syllabi, contracts and memos from rough draft or verbal instruction; prepare copies of documents; communicate and coordinate information to appropriate agencies/departments.
• Verify and review required documents for completeness and conformance with established regulations and procedures.
• Update and maintain documentation for college and career pathways.
• Respond to requests and inquiries from students, faculty and staff, local and state agencies, provide detailed information and give directions.
• Prepare payroll information for submittal including the collection and distribution of time cards and pay sheets, both instructional and non-instructional. 
• Audit contracts, review and process monthly paperwork including: fee rosters, pay and travel sheets, grade tests (if class applicable) and verify instructor attendance documents.
• Maintain regular and confidential departmental files, records and other data; gather and compile the required information as necessary; sort and file documents and records according to standard policies and procedures; input various information into computer; download, print, sort and file materials as appropriate.
• Assure completion of all reports to be sent to the appropriate state agencies and community college staff in a timely manner to comply with internal audit guidelines.  
• Maintain schedule for law enforcement classes at both on and off campus locations

Other Important Functions:

• Assist faculty, administrative staff and students with various support tasks including accessing computerized information.
• Prepare travel requests and reimbursement forms; complete necessary registrations; confirm reservations.
• Assist with the student registration process, in person and on Web Advisor.
• Knowledge of EWD and Curriculum processes and procedures and general College policies and procedures. 
• Participate in departmental budget planning process; compile information; check and tabulate statistical data; prepare requisitions; coordinate purchasing activities as assigned.
• Maintain, order and inventory office supplies and equipment.
• Coordinate with campus bookstore to sell books for continuing education classes.
• May participate on various college committees and other institutional activities.
• Schedule appointments and maintain law enforcement calendar.
• Perform related duties and responsibilities as required.

Qualifications

QUALIFICATIONS:

Knowledge of:

• Principles and procedures of record keeping and basic accounting.
• Basic principles of business letter writing and report preparation.
• Principles and practices of financial recordkeeping and reporting
• English usage, spelling, grammar and punctuation.
• Modern office procedures, methods and computer equipment.
• Advanced computer skills including MS Office and Google Drive, techniques and programs.
• Advanced spreadsheet and database knowledge.
• Principles of mathematics.

Ability To:

• Establish and maintain cooperative working relationships with those contacted in the course of work
• Interpret and apply CFCC goals, objectives, policies, procedures, rules, and regulations
• Communicate clearly and respectfully, both verbally and in writing
• Provide excellent customer service skills both externally and internally.
• Maintain compliance records for college.   
• Maintain a variety of financial records and files.  
• Perform accounting activities including the maintenance of appropriate files and compiling information for reports.
• Respond to inquiries and requests for information.
• Maintain effective audio-visual discrimination and perception needed for:
  1. Making observations
  2. Reading and writing
  3. Communicating with others
  4. Operating assigned equipment
  5. Handling varied tasks simultaneously 
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
  1. Standing or sitting for extended periods of time
  2. Operating assigned equipment
  3. Handling varied tasks simultaneously 
  4. Bending, stooping, climbing, or lifting up to 50 pounds
• Maintain mental capacity, which allow the capability of:
  1. Making sound decisions
  2. Responding to questions
  3. Demonstrating intellectual capabilities
• Coordinate work assignments with others.
• Work independently in the absence of supervision.
• Establish and maintain cooperative working relationships with those contacted in the course of work.

EXPERIENCE AND TRAINING GUIDELINES:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Minimum Education/Training:

• Associate degree, preferably in business or related field

Minimum Experience:

• At least one years’ administrative experience in a business, community college or educational environment involving public contact with responsibilities requiring tact and confidentiality
• Demonstrated excellent customer service skills.
• Intermediate to advance experience in  Microsoft Office and Google Drive required

Preferred Education/Training, Experience, Skills:

• Experience in curriculum and/or continuing education student services 
• Ellucian Colleague experience preferred

Supplemental Information

Special Instructions to Applicants:

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.

• Successful candidates are required to submit official transcripts for all degrees obtained, prior to start date. If highest level of education is a High School diploma or equivalent, proof of completion is required.

• Successful candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master’s degree conferred by a regionally accredited college or university in the United States.
   
• ***This is a REPOST. Previous applicants do not need to reapply***