Closes: Thursday, September 21, 2023
Target Start Date
Expected Work Hours
- High School Diploma or equivalent, AND one year administrative experience.
Required knowledge, skills and abilities:
- Proficient in computer skills involving all office and clerical duties.
- Ability to multi-task in a fast-paced environment required.
- Excellent organizational and communication skills required.
- Ability to deal with students, faculty, staff, and the general public in a pleasant and professional manner required.
- Associate Degree
At Central Carolina Community College, we create transformative lifelong learning opportunities! We expect all employees to find ways to remove barriers to student success and provide all students a pathway to achievable dreams. Our employees are charged to recognize the challenges we face and to respond to them with empathy, understanding, and a willingness to help.
This position is responsible for administratively supporting the Emergency Services Training Center (ESTC) campus. The position will also provide general reception for the ESTC. As an Administrative Assistant, you must be highly organized and able to work independently, possess strong secretarial and computer skills to deal with preparing and reviewing reports, excel sheets, budget spreadsheets, preparing purchase orders, using records management software, and for formatting documents. Excellent writing and analytical skills are a requirement. Administrative assistants interact frequently with students, faculty, staff, visitors and administrators. Collaborate with the Associate Dean of Public Safety and other ESTC staff as required.
Ability to travel within Central Carolina CC service area (Chatham, Harnett, and Lee counties) as necessary.
Diversity Policy: Central Carolina Community College believes the college experience is greatly enriched through diversity; therefore, the college encourages diversity of thought within the student body and staff. Furthermore, the college seeks to promote awareness of diversity and the respect for all individuals, and the college pledges to adhere to this mission in its relationship with the community.
- Responsible for greeting students and visitors, answering all incoming phone calls and providing information on classes and the ESTC.
- Responsible for registering non-fee exempt students and handling pre-registrations for EMS and Fire classes and maintaining course files.
- Responsible for collecting and depositing course fees. Maintains daily records on all monies collected including balance sheets, deposit tickets, and credit card balance reports.
- Reports are forwarded to the Business Office on a daily basis. Registration monies are receipted through datatel.
- Responsible for entering student information and keying registration information into datatel.
- Responsible for printing, distributing and depositing fees collected for all American Heart Association course cards and filing of all appropriate AHA course records.
- Review and confirm all timesheets and travel forms of all ESTC staff and instructors before forwarding to the Continuing Education Office.
- Maintain and order all office supplies.
- Create and submit the bulk of all purchase orders/requisitions.
- Create and submit maintenance requests.
- Responsible for submitting monthly fuel logs to the Business Office.
- Responsible for signing and submitting all bills for service and supplies to the Business Office.
- Responsible for all I9 paperwork for new hires.
- Coordinate with the Continuing Education (CE) Registrar to ensure all Public Safety paperwork is correct.
- Book classrooms, training buildings/resources, and driving track for various agencies.
- Maintain ESTC Google calendar.
- Check every registration form for every class given through ESTC to ensure data is correct within Datatel. Verify all discounts are correctly credited and applied.
- Process applications for facility use, copies of insurance, and payments, and submit them to the Business Office.
- Correct and update all student and instructor information in Datatel as needed.
- Make or have made any copies required for classes, as needed.
- Make, print, and distribute certificates for Law Enforcement detention classes.
- Distribute mail.
- Maintain receipt book for any manuals and cards paid for by students.
- Assist coordinators as needed including help with coordinator’s paperwork/contracts if they are out for a length of time.
- Update and maintain all contract numbers in the ESTC contract book.
- Assist in budget planning for the ESTC and monitor the spending of the assigned budgets.
- Confer frequently with the appropriate college personnel including the Associate Dean of Public Safety and other Training Center staff.
- Perform other duties and tasks as assigned by the Associate Dean, Public Safety.
- Coordinate the Basic Rider Course (BRC)/ Motorcycle Safety Foundation (MSF) rider courses.
- Coordinate with lead instructor to schedule BRC/MSF classes for the year.
- Create all contracts and sub/aide contracts.
- Create class packets with rosters.
- Reserve classroom space and motorcycle track.
- Register students to classes and email copies of registrations.
- Maintain log of student email addresses and phone numbers that are sent to lead instructor every class.
- Order all bike repairs.
- Order all maintenance items for bikes.
- Order course supplies i.e; completion cards and manuals for classes.
- Process paperwork for any new instructors.
- Responsible for all drop/add/refund forms for these classes. Ensured they are sent to CE Registrar.
- Send all class completion paperwork to the State MSF office and to CE Registrar.
- Email/communicate with lead instructor as needed at least twice a week while classes are ongoing.
- Address any issues with motorcycle pad for repairs.
- Assist in budget planning for the BRC and MSF classes and monitor the spending of the assigned budget.
- Recognizing and respecting the variety of experiences and contributions represented by all of our students, employees, and community, the Public Safety Administrative Specialist will encourage a learning environment where everyone is supported and valued for their unique perspectives and experiences and will foster and promote the participation of all members of our diverse communities