CTE & Workforce Development Administrative Specialist

2 weeks ago

Marysville, United States Yuba Community College District Full time

Job Description

BASIC FUNCTION:

Under the direction of the appropriate administrator, provide overall administrative support for the relevant programs; coordinate communications with staff, public, state and federal agencies; maintain budgets for the Public Safety Department; and maintain training records and documentation within the state required software regulated by P.O.S.T., S.T.C., NREMT and the State Fire Marshall's office.

DISTINGUISHING CHARACTERISTICS:

The CTE & Workforce Development Administrative Specialist works independently to schedule and organize program activities including coordination with county, state and federal agency representatives for training needs; act as departmental lead for other office administration personnel.

REPRESENTATIVE DUTIES:

* Assure transmittal of information to facilitate operation of the assigned Department(s); contact staff, faculty, administrative personnel and state certifying representatives to transmit, request and/or maintain the training certification processes. (E)
* Compose correspondence independently to communicate information necessary to properly operate the Department(s). (E)
* Maintain Department budgets including special programs and contract instruction; monitor budgets and prepare adjustments as necessary; communicate with staff and vendors to perform on-site maintenance to training equipment regulated by state standards and for training purposes. (E)
* Maintain security of multiple facets of training supplies/materials, sites and equipment (i.e. handguns, shotguns, training laptops, training vehicles, security equipment, etc.). (E)
* Schedule classes and academies; coordinate with personnel and state representatives in the preparation of classes and academies; submit and monitor course changes; assign classrooms; work directly with faculty to routinely update curriculum changes and provide those changes through state regulated software; monitor and update policy and procedure information. (E)
* Monitor and clear student registration process for pre-requisite academy requirements; maintain student/agency billing, invoicing and adjusting expenses as needed. (E)
* Communicate with District Office of Human Resources to obtain information for faculty and staff; prepare personnel forms to request hiring and other forms for new employees; maintain personnel records as required; develop faculty and temporary staff confirmations and perform payroll processes. (E)
* Perform orientation process for new academies; proctor state required exams with required certification and clearance; perform a variety of data entry to state regulated software requiring certification and clearance; on-going state regulated training for routine updates and changes to academy training specifications. (E)
* Coordinate public event calendar, budgets and contracts. (E)
* Create and coordinate advertising and press release information with newspaper, radio and TV stations; promote special program and student events. (E)
* Perform related duties as assigned.

KNOWLEDGE OF:

* District organization, operations, policies and objectives
* State regulated training requirements for law enforcement, emergency medical and fire personnel Record-keeping techniques
* Transcription and computer skills
* Correct English usage, grammar, spelling, punctuation and vocabulary Interpersonal skills using tact, patience and courtesy
* Laws, rules, regulations and procedures relating to program operations with emphasis on instructional and student service areas
* Modern office practices, procedures and equipment

ABILITY TO:

* Coordinate and supervise program operations and activities
* Analyze situations accurately and adopt an effective course of action Perform specialized clerical and technical duties related to program services Work under diverse situations
* Work cooperatively with others
* Operate a variety of office equipment including a computer terminal, duplicating machines, fax machines and scanners
* Meet schedules and time lines including those of numerous state certification agencies Maintain records and prepare reports
* Work confidentially with discretion
* Work independently with little or no direction Plan and organize work
* Interpret and explain laws related to assigned functions

Required Qualifications

EDUCATION AND EXPERIENCE:

Any combination equivalent to: associate's degree in business or related field and three years increasingly responsible general business or clerical experience.

LICENSES AND OTHER REQUIREMENTS:

Valid California driver's license

Be able to pass the POST, STC and State Fire Marshall's DOJ criminal background check and clearance.

Be able to pass the POST, STC and State Fire Marshall's online test proctor training courses.

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