National Training Center Administrative Assistant

Wheeling Park Commission•Wheeling, WV

12d

About The Position

The National Training Center Administrative Assistant supports the continuing education department and its staff with data entry, preparation of school materials, and implementation of school functions. Materials include student information packets, registration materials, and classroom handouts. The role handles school registrations, reservations, payments, communications, supplies, and on-site registration and facilitation. It also interacts with the public and works with other departments and divisions of the Wheeling Park Commission.

Requirements

Excellent organizational skills.
Competent computer skills, including Microsoft Word, Access, Excel, and Outlook.
Excellent telephone skills.
High school diploma or GED, or six months to one year of related experience and/or training, or an equivalent combination of education and experience.

Responsibilities

Prepare student information packets, registration materials, and classroom handouts.
Support the implementation of National Training Center school functions.
Respond to daily inquiries about schools, including questions about registration fees, travel arrangements, and hotel accommodations.
Track room blocks for each school and report information to the NTC Director.
Book registrations and reservations for all schools and enter reservations into Versa and Sales & Catering.
Process student payments; post checks and invoices for purchase orders; send confirmation letters and deposit receipts; handle tax exemption forms; and remove taxes from rooms.
Handle cancellations and credits.
Complete tent cards and beverage tickets, and order name badges for schools.
Order supplies for the NTC office and schools, such as lanyards, plaques, certificates, and paper.
Develop positive working relationships with other Wheeling Park Commission departments and divisions, and support upper-level management decisions and guidelines.
Attend all schools on-site for registration and facilitation.
Complete appropriate trainings listed on the human resources Training Matrix.
Follow Wheeling Park Commission safety rules and policies, and refer safety concerns to the department manager, safety committee, or human resources.
Interact with the public cheerfully and positively, resolve guest problems and complaints appropriately, and maintain harmonious working relationships with fellow employees.
Work a flexible schedule, including weekends, evenings, and holidays as needed.