Administrative Assistant, Emergency Services

A-B Tech Careers•Asheville, NC

5d•Onsite

About The Position

This position provides administrative support duties for the Emergency Services Division. Performs office tasks such as scheduling meetings, classes, and rooms, composing correspondence, answering and routing telephone calls/taking messages, greeting visitors, photocopying for the division, and serving as an information center for the building. Performs duties related to payroll, preparing and entering contracts for classes, both curriculum and continuing education. The Emergency Services Division prepares students for public safety initial or continued employment and therefore creates an environment similar to a public safety agency.

Requirements

Provides courteous, professional, and responsive customer service by greeting and assisting employees, students, public safety partners, and visitors, as well as responding to telephone inquiries.
Maintains confidentiality of sensitive and protected information and ensures that records and communications are handled in accordance with college policies, procedures, and applicable privacy requirements.
Assists faculty in preparation of course materials and the completion of course closing procedures.
Processes electronic answer sheets and produces various reports from the Scantron system.
Administers TABE testing for EMS and Fire programs, as needed.
Develops, and prepares division reports, program review documentation, and self-study materials for external accrediting bodies, agencies, and governing boards.
Assists department chairs and directors with maintaining departmental records, including scanning, organizing, and filing documents.
Prepares and submits monthly payroll for the Emergency Services Division.
Prepares summary of monthly time sheets for part-time employees and submits a payroll expenditures report to the Office of Administrative Services.
Collects and processes adjunct faculty agreements and completes required payroll forms and required documents.
Processes and maintains records of travel requests and reimbursements. Maintains records of travel expenditures by department.
Processes P-card purchases for the Division and assists departments with the reconciliation and documentation of P-card transactions.
Prepares, processes, and monitors purchase requisitions to ensure timely completion and compliance with established procedures.
Serves on College and division committees as assigned.
Assists with the coordination and preparation of departmental advisory committee meetings, including preparing agendas, recording meeting minutes, and maintaining meeting records.
Prepares semester schedules via Excel, Colleague, and other systems.
Maintains room schedule for Emergency Services Training Center and updates and posts daily class schedules and locations on lobby monitors.
Prepares, processes, and maintains affiliation agreements for the clinical sites within the Emergency Services Division.
Serves as campus cashier and bookstore coordinator, working closely with the main campus bookstore and business office.
Processes payments for American Heart Association (AHA) cards and maintains records and documentation.
Attends needed training sessions regarding new hire paperwork, I-9 form, and E-Verify.
Assists new employees for the Woodfin campus with new hire paperwork; ensures all new hire paperwork is completed fully; communicates with HR employment team to keep them up to date on new hire paperwork completion; completes the I-9 form and E-Verify process consistent with applicable laws.
Submits and monitors work orders with the County for maintenance, repair, and facility-related needs within the Emergency Services Division.
Coordinates with campus police regarding changes to scheduled building access and door-opening times to accommodate weekend classes and other special scheduling needs.
Contributes to the College Vision, Mission, Values, and RISE statement.
Performs other duties as assigned.

Nice To Haves

One year of full-time or equivalent experience in a public safety agency administrative office.
One year of full-time or equivalent experience working in Human Resources
Current or previous NC certification in law enforcement, fire or EMS credentials.
Proficiency in a foreign language such as Spanish, an East Slavic language, and/or American Sign Language.

Responsibilities

Provides courteous, professional, and responsive customer service by greeting and assisting employees, students, public safety partners, and visitors, as well as responding to telephone inquiries.
Maintains confidentiality of sensitive and protected information and ensures that records and communications are handled in accordance with college policies, procedures, and applicable privacy requirements.
Assists faculty in preparation of course materials and the completion of course closing procedures.
Processes electronic answer sheets and produces various reports from the Scantron system.
Administers TABE testing for EMS and Fire programs, as needed.
Develops, and prepares division reports, program review documentation, and self-study materials for external accrediting bodies, agencies, and governing boards.
Assists department chairs and directors with maintaining departmental records, including scanning, organizing, and filing documents.
Prepares and submits monthly payroll for the Emergency Services Division.
Prepares summary of monthly time sheets for part-time employees and submits a payroll expenditures report to the Office of Administrative Services.
Collects and processes adjunct faculty agreements and completes required payroll forms and required documents.
Processes and maintains records of travel requests and reimbursements. Maintains records of travel expenditures by department.
Processes P-card purchases for the Division and assists departments with the reconciliation and documentation of P-card transactions.
Prepares, processes, and monitors purchase requisitions to ensure timely completion and compliance with established procedures.
Serves on College and division committees as assigned.
Assists with the coordination and preparation of departmental advisory committee meetings, including preparing agendas, recording meeting minutes, and maintaining meeting records.
Prepares semester schedules via Excel, Colleague, and other systems.
Maintains room schedule for Emergency Services Training Center and updates and posts daily class schedules and locations on lobby monitors.
Prepares, processes, and maintains affiliation agreements for the clinical sites within the Emergency Services Division.
Serves as campus cashier and bookstore coordinator, working closely with the main campus bookstore and business office.
Processes payments for American Heart Association (AHA) cards and maintains records and documentation.
Attends needed training sessions regarding new hire paperwork, I-9 form, and E-Verify.
Assists new employees for the Woodfin campus with new hire paperwork; ensures all new hire paperwork is completed fully; communicates with HR employment team to keep them up to date on new hire paperwork completion; completes the I-9 form and E-Verify process consistent with applicable laws.
Submits and monitors work orders with the County for maintenance, repair, and facility-related needs within the Emergency Services Division.
Coordinates with campus police regarding changes to scheduled building access and door-opening times to accommodate weekend classes and other special scheduling needs.
Contributes to the College Vision, Mission, Values, and RISE statement.
Performs other duties as assigned.