FT Public Safety Administrative Specialist

Summary 
Provides administrative assistance to the Assistant Vice President of Public Safety in day-to-day operations by performing both secretarial and administrative duties to the Public Safety Divisions.  Major responsibilities include, but are not limited to, the development of budget recommendations, monitors all budget expenditures, participates in long-range planning for the department, prepares required reports, plans and carries out special projects.  Performs related work as required.Essential Duties and Responsibilitiesinclude the following. Other duties may be assigned.

• Responsible for office management, including handling and assisting others with general clerical tasks that support departmental faculty and staff. 
• Prepares, processes, and verifies assigned paperwork, such as reports, memos, etc. from the AVP of Public Safety, and routes it to its intended recipient in a timely manner.
• Performs budgetary functions to ensure Public Safety Department works within budgetary constraints.  Creates and maintains primary procedures related to the department’s budget including expenses, budget transfer, reconciliation reports and budget forecast recommendations.
• Collaborates with Divisional Department Chairs and Directors to ensure packet completion according to NC state code.
• Completes the registration process for non-credit courses.
• Supports payroll processing of continuing education faculty.
• Inputs and verifies grades, makes needed changes to student grades as approved by Dept. Chair.  Prints and distributes certificates to students.
• Attends scheduled class packet meetings and assists in resolving closeout issues.
• Provides administrative and technical assistance to the Public Safety Department.
• Prepares purchase requisitions through E-procurement, monitors budget, and prepares budget transfers as necessary.  Prepares and processes direct pay requests.
• Reconciles P-Card purchases each month and provides a report to the Purchasing Office.
• Attends Advisory Committee meetings for EMS, Fire, and Criminal Justice.  Takes minutes, types, and distributes once approved by AVP of Public Safety.
• Collects copier total information, prepares usage reports, and conveys information to appropriate individuals. 
• Processes and tracks surplus forms for the Public Safety Divisions.
• Processes and tracks maintenance requests.  Inputs and tracks all KBox service tickets for Public Safety Department.
• Enters contracts and maintains class records for CJC, EMS, and FIP.
• Assists public with questions regarding Criminal Justice, EMS, and Fire Divisions. 
• Maintains Public Safety budget and tracks budget expenses throughout the year including compiling budget information for travel, technology, supplies, and equipment.
• Works collaboratively with other departments to help solve administrative issues.
• Prioritizes conflicting needs:  handles matter’s expeditiously, proactively, and follows through on projects to successful completion, often with deadlines.
• Maintain confidential employee information and files accordingly.
• Prepares correspondence, reports, and information of a routine nature.
• Communicates with AVP of Public Safety, department chairs, co-workers, students, the general public, contractors, vendors, peers or subordinates providing appropriate information in writing, verbally, or in person. 
• Schedules meetings, trainings, workshops, special events, etc. as directed by AVP of Public Safety and other college service areas, assists with the preparation of information.
• Responsible for taking, transcribing, and distributing minutes at Public Safety meetings.
• Assists in the preparation, organization, and delivery of material for meetings and events.  Maintains an effective document management system (electronic and paper).
• Participates in departmental annual planning.  
• Prepares a Public Safety Newsletter quarterly.
• Keeps abreast of computer/technology skills as related to the position.
• Serves as primary administrative liaison to Business Office, Maintenance & Housekeeping offices and Purchasing.

Supervisory Responsibilities: This job will have supervisory responsibilities.    

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education Minimum:Associate’s degree
Experience Minimum:One (1) to three (3) years of administrative experience.

Communication Skills                   

• Ability to speak effectively before groups of students, employees, faculty, administrators and outside organizations
• Ability to write routine reports and correspondences, and create college-level instructional materials 
• Ability to read and interpret program related educational materials, student reports, medical related documents

Reasoning Ability                  

• Ability to apply common sense understanding and carry out instructions furnished in oral, written or other communication forms
• Ability to deal with problems involving several concrete variables in standardized and non-standardized situations

Computer Skills                   
Individuals should be proficient in basic computer and email operations and Microsoft Office software. The individual should also have the ability to learn the use of learning management systems, advising and registration software and program specific software.
Mathematical Skills

• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals
• Ability to perform basic and advanced medication calculations

Certificates, Licenses, Registrations

• None

Equipment, Machinery, Tools, and Materials Utilization:
Requires the ability to use, operate, and/or handle office equipment, such as a computer and printer, facsimile machine, copier, calculator and communications equipment.
Physical Demands: 
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment: 
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary : $37,219 - $47,369