Office Specialist - Business Training Center

About the role

The Office Specialist performs administrative work for the Business Training Center with minimal supervision; coordinates registration, builds and maintains class offerings in the College’s Student Systems, performs accounting functions, creates and maintains confidential files and databases; provides courteous and professional customer service to internal/external customers.

Responsibilities

• Performs accounting functions for the Business Training Center including but not limited to: accounts payable/receivable, determining cost/revenue ratios, making and reporting P-Card purchases, preparing bank deposits, performing cashiering duties, preparing purchase requisitions, invoices, maintaining petty cash funds, and performing month end balancing.
• Records, maintains, and reconciles cash balances and expenses for restricted accounts for BTC.
• Prepares and maintains accurate and comprehensive monthly reports on behalf of BTC staff (e.g. Economic Impact Report); prepares other ad hoc BTC related reports as necessary (e.g. training evaluation composites, revenue reports, etc.).
• Responsible for entering all BTC student registration information; processes payments/refunds, third party contracts, and other related information (e.g. rosters, registration, grades, certificates, etc.).
• Buils and maintains Class ID’s/CRN’s for BTC class offerings (public and contractual) in the College’s student database systems.
• Creates contracts for BTC instructors; calculates compensation and payroll docks; works with Human Resources Department and Payroll Department to ensure timely submission of contracts; resolution of pay issues; and prepares personnel action notices.
• Responsible for creating, maintaining, and organizing confidential files, records, and mailing lists for the department including updating all internal data such as College and individual logs in a timely manner.
• Maintains the retention and disposal processes for records management for BTC.
• Processes requests for enrollment verification, certificates, and grade reports after receiving appropriate paperwork for BTC.
• Prepares and maintains training grant paperwork for the College and BTC clients and electronically submits paperwork and necessary reports to DCEO.
• Affords assistance in organizing the graduation ceremonies for BTC programs with the Director of BTC (e.g. schedules location, makes appropriate notifications, and prepares related materials.)

Qualifications

• Associate’s degree or at least 40 college credit hours completed with the anticipated date of completion within 36 months of hire preferred.
• Major in accounting, finance, and/or business preferred.
• A minimum of one year experience performing accounting functions in a business office setting preferred.
• Proficiency in Microsoft Word and Excel required.
• Proficiency with Microsoft Access and PowerPoint preferred.
• Previous experience working with a diverse public required.
• Excellent communication skills required.
• Attention to detail and ability to problem solve required.
• Ability to multi-task and prioritize projects required.
• Ability to learn and effectively use the College’s system databases required.
• Ability to maintain confidentiality of information and records required.
• Ability to perform accurate data entry required.
• Driver’s License required.