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.

SUPERVISION RECEIVED AND EXERCISED:

• Receives general supervision from the Director, Law Enforcement Programs  and Program Director, BLET
• Exercises indirect supervision over other administrative technicians.

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:

• Establish and manage complex filing systems and a variety of confidential files and records such as payroll, budget and material related to EWD Law Enforcement Programs.  Create files and records as necessary using judgment and knowledge of office requirements, updating files and records and retrieving and storing files as needed.   Ensures security and maintenance of confidential materials, information and professional files.  Provide requested information for operational and technical reports by researching files and records, recording, retrieving data, compiling data/statistics and organizing and presenting information in a professional format, which may include tables, charts and graphs.  
• Verify and review required documents for completeness and conformance with established regulations and procedures. 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.  
• 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 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.
• Adhere to legal requirements and regulations, such as FERPA, maintain confidentiality and discretion in using and conveying information of a sensitive and/or confidential nature, as assigned.
• Prepare travel requests and reimbursement forms; complete necessary registrations; confirm reservations.
• 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.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Interpret and apply CFCC goals, objectives, policies, procedures, rules, and regulations.
• Exercise acute attention to detail while compiling and reviewing records.
• Maintain compliance and financial records for college. 
• Maintain the security of confidential matters.
• Participate in the researching, compiling, analyzing, interpreting and preparing a variety of fiscal, statistical and administrative reports.
• Respond to inquiries and requests for information, providing excellent customer service skills both externally and internally; communicate clearly and respectfully, both verbally and in writing.
• 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.

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 three 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 advanced 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.

• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If highest level of education is High School diploma or equivalent, proof of completion is required.

• 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.  

• To claim veterans’ preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, to Human Resources during the application process. Human Resources will verify eligibility.