Office Specialist - Business Training Center

General Information & Responsibilities

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 andmaintains confidential files and databases; provides courteous and professional customer service to internal/external customers.

Duties, Accountabilities, & Working Relationships

DESCRIPTION OF ESSENTIAL DUTIES:

1. Performs accounting functions forthe 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.
2. Records, maintains, and reconciles cash balances and expenses for restricted accounts for BTC.
3. Prepares and maintains accurate and comprehensive monthly reports on behalf of BTC staff (e.g. Economic Impact Report); prepares other ad hoc BTC related reportsas necessary (e.g. training evaluation composites, revenue reports, etc.).
4. 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.).
5. Builds and maintains Class ID's/CRN's for BTC class offerings (public and contractual) in the College's student database systems.
6. 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.
7. 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.
8. Maintains the retention and disposal processes for records management for BTC.
9. Processes requests for enrollment verification, certificates, and grade reports after receiving appropriate paperwork for BTC.
10. Prepares and maintains training grant paperwork for the College and BTC clients and electronically submits paperwork and necessary reports to DCEO.
11. Assists organizing the graduation ceremonies for BTC programs with the Director of BTC (e.g. schedules location, makes appropriate notifications, and prepares related materials.)

1. Maintains department-related marketing materials, edits and/or updates materials as needed.
2. Works with Professional and Continuing Education regarding internal processes in order to comply with the ICCB.
3. Assists with ordering and organizing office/class related supplies and materials.
4. Assists with departmental scheduling, shipping & receiving of goods and equipment; coordinates delivery of said items to the BTC.
5. Assists staff/instructors with handouts; creates specialty items for training as needed; maintains originals accordingly.
6. Assists with developing policies and procedures for the Business Training Center.
7. Performs other job-related duties as required.

1. Demonstrates Black Hawk College core values.
2. Takes initiative to complete tasks with accuracy, efficiency, and timeliness of work.
3. Ability to maintain working knowledge of job-related software, applications, programs, etc.
4. Ability to maintain confidentiality.

1. Works directly and cooperatively with the Manager for Grant and Restricted Fund Accounting, Director of the Business Training Center, BTC faculty and staff, clients/visitors/vendors of BTC, and Professional and Continuing Education.
2. Works cooperatively with Finance, Human Resources, Payroll, and Planning & Institutional Effectiveness.
3. Works cooperatively with a diverse public; and all other College employees.

1. 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.
2. A minimum of one year experience performing accounting functions in a business office setting preferred.
3. Proficiency in Microsoft Word and Excel required. Proficiency with Microsoft Access and PowerPoint preferred.
4. Previous experience working with a diverse public required.
5. Excellent communication skills required.
6. Attention to detail and ability to problem solve required.
7. Ability to multi-task and prioritize projects required.
8. Ability to learn and effectively use the College's system databases required.
9. Ability to maintain confidentiality of information and records required.
10. Ability to perform accurate data entry required.
11. Driver's License required.

1. 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.
2. Records, maintains, and reconciles cash balances and expenses for restricted accounts for BTC.
3. 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.).
4. 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.).
5. Builds and maintains Class ID's/CRN's for BTC class offerings (public and contractual) in the College's student database systems.
6. 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.
7. 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.
8. Maintains the retention and disposal processes for records management for BTC.
9. Processes requests for enrollment verification, certificates, and grade reports after receiving appropriate paperwork for BTC.
10. Prepares and maintains training grant paperwork for the College and BTC clients and electronically submits paperwork and necessary reports to DCEO.
11. Assists organizing the graduation ceremonies for BTC programs with the Director of BTC (e.g. schedules location, makes appropriate notifications, and prepares related materials.)

1. Maintains department-related marketing materials, edits and/or updates materials as needed.
2. Works with Professional and Continuing Education regarding internal processes in order to comply with the ICCB.
3. Assists with ordering and organizing office/class related supplies and materials.
4. Assists with departmental scheduling, shipping & receiving of goods and equipment; coordinates delivery of said items to the BTC.
5. Assists staff/instructors with handouts; creates specialty items for training as needed; maintains originals accordingly.
6. Assists with developing policies and procedures for the Business Training Center.
7. Performs other job-related duties as required.

1. Demonstrates Black Hawk College core values.
2. Takes initiative to complete tasks with accuracy, efficiency, and timeliness of work.
3. Ability to maintain working knowledge of job-related software, applications, programs, etc.
4. Ability to maintain confidentiality.

1. Works directly and cooperatively with the Manager for Grant and Restricted Fund Accounting, Director of the Business Training Center, BTC faculty and staff, clients/visitors/vendors of BTC, and Professional and Continuing Education.
2. Works cooperatively with Finance, Human Resources, Payroll, and Planning & Institutional Effectiveness.
3. Works cooperatively with a diverse public; and all other College employees.

1. 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.
2. A minimum of one year experience performing accounting functions in a business office setting preferred.
3. Proficiency in Microsoft Word and Excel required. Proficiency with Microsoft Access and PowerPoint preferred.
4. Previous experience working with a diverse public required.
5. Excellent communication skills required.
6. Attention to detail and ability to problem solve required.
7. Ability to multi-task and prioritize projects required.
8. Ability to learn and effectively use the College's system databases required.
9. Ability to maintain confidentiality of information and records required.
10. Ability to perform accurate data entry required.
11. Driver's License required.