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Office Specialist-Business Training Center
Company | Black Hawk College |
Address | Moline, IL, United States |
Employment type | FULL_TIME |
Salary | |
Category | Higher Education,Education Administration Programs,Government Administration |
Expires | 2023-05-29 |
Posted at | 1 year ago |
General Information & Responsibilities
- 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.).
- 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.).
- Organizes graduation ceremonies for BTC programs (e.g. schedules location, makes appropriate notifications, and prepares related materials.
- 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.
- 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.
- Builds and maintains Class ID’s/CRN’s for BTC class offerings (public and contractual) in the College’s student database systems.
- 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.
- 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.
- Prepares and maintains training grant paperwork for the College and BTC clients and electronically submits paperwork and necessary reports to DCEO.
- Performs other job-related duties as required.
- Prepares presentations as requested.
- Assists with departmental scheduling, shipping & receiving of goods and equipment; coordinates delivery of said items to the BTC.
- Maintains department-related marketing materials, edits and/or updates materials as needed.
- Assists with ordering and organizing office/class related supplies and materials.
- Assists with developing policies and procedures for the Business Training Center.
- Works with Professional and Continuing Education regarding internal processes in order to comply with the ICCB.
- Assists staff/instructors with handouts; creates specialty items for training as needed; maintains originals accordingly.
- Ability to maintain confidentiality.
- Ability to maintain working knowledge of job-related software, applications, programs, etc.
- Demonstrates Black Hawk College core values.
- Accuracy, efficiency, and timeliness of work.
- Works cooperatively with a diverse public; and all other College employees.
- Works cooperatively with Finance, Human Resources, Payroll, and Planning & Institutional Effectiveness.
- Works directly and cooperatively with the Director of the Business Training Center, BTC faculty and staff, clients/visitors/vendors of BTC, and Professional and Continuing Education.
- Ability to multi-task and prioritize projects required.
- Excellent communication skills required.
- Ability to learn and effectively use the College’s system databases required.
- Ability to maintain confidentiality of information and records required.
- A minimum of two years experience performing accounting functions in a business office setting required.
- Previous experience working with a diverse public required.
- Ability to perform accurate data entry required.
- Proficiency in Microsoft Word and Excel required. Proficiency with Microsoft Access and PowerPoint preferred.
- Attention to detail and ability to problem solve required.
- Associate’s degree or at least 40 college credit hours completed with the expectation of completion within 36 months of hire required. . Major in accounting, finance, and/or business preferred.
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