Part-Time Office Assistant, Police Academy

Rowan College of South Jersey•Nj 08080, NJ

About The Position

The Office Assistant provides administrative and clerical support to the Police Academy. The role includes student registration, reception and customer service, document preparation and distribution, filing, scanning, data entry, typing certificates, and maintaining class rosters and records. The position has access to confidential records for law enforcement personnel throughout New Jersey, so it requires professionalism, discretion, and careful handling of sensitive information. This is a part-time position working 25 hours per week.

Requirements

High school diploma or GED.
Valid driver's license in good standing.
Ability to use computers and the internet.
Excellent computer skills, including proficiency with Microsoft Office applications such as Word, Publisher, Outlook, and Excel.
Ability to learn and effectively use new software applications.
Strong interpersonal skills and the ability to maintain a high degree of confidentiality.
Ability to work independently after the training period.
Ability to work and communicate effectively with prospective and current students, staff, faculty, administration, colleagues, and community partners.
Access to personal technological equipment and capabilities may be required under certain conditions to perform the duties.

Nice To Haves

Associate degree.
Advanced training in office procedures and/or secretarial science.

Responsibilities

Serve as a front-line receptionist by answering phone calls, assisting customers at the window, and helping instructors and walk-in students.
Coordinate student registration, enter registrations into a Microsoft Access-based program, and prepare and mail confirmations.
Prepare sign-in sheets, name tags, door signs, class lists, and books for in-service classes.
Research officer records in Acadis, the statewide law enforcement records program.
Coordinate and facilitate annual file purging according to NJ Division of Archives & Records Management policy.
Record registration cancellations and file in-service class registration forms.
Maintain recruit class attendance records.
Mail correspondence, certificates, and invoices, and send forms and paperwork through interoffice channels as required.
Scan documents as needed.
Type and mail in-service class certificates as needed.
Assemble graduate folders containing items such as transcripts and certificates.
Assemble notebooks for classes.
File paperwork for the Basic class and create and maintain files, including in-service class, Basic, SLEO II, and Instructor files.
Pack away files at appropriate times.
Set up classrooms for in-service and Basic Training classes.
Assist at graduation ceremonies twice annually, including handing out award plaques and performing other assigned duties.
Proofread catalogs, letters, and related documents.
Prepare Scantron test answer keys.
Enter recruit test scores into a Microsoft Access-based program.
Perform other related duties as assigned.