Assist the Director in planning, developing, implementing, maintaining, and evaluating, the department's operational programs

COLLIN COUNTY COMMUNITY COLLEGE DISTRICT

JOB DESCRIPTION

TITLE: Administrative Assistant

DIVISION: Health Sciences and Emergency Services

DEPARTMENT: Fire Science

SECURITY SENSITIVE: Yes

JOB TITLE CODE: 0300

FLSA STATUS: Non ‑ Exempt

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FUNCTION: Assist the Director in planning, developing, implementing,

maintaining, and evaluating the department's operational programs and procedures. Manage office services and departmental facilities, by maintaining necessary records, supplies, media equipment, classrooms, purchases and student registration within the department.

REPORTS TO: Director of Fire Science & EMS

SUPERVISES: Student Assistant(s)

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MAJOR RESPONSIBILITIES

Essential Job Functions:

1) Prepare requisitions, check requests or submit requests via the Buyspeed to order office supplies, equipment, and services.

2) Process student registration forms to include collection of course fees. Answer student inquiries regarding EMS training and certification requirements.

3) Prepare cash receipts and make deposits in accordance with business office policies and procedures.

4) Prepare excellence fund transfer documents for business office.

5) Prepare instructor contracts for CE courses.

6) Schedule various CE classes and maintain yearly master calendar of Fire Departments training facilities. Input and monitor class schedules and room assignments.

7) Research and settle purchasing/shipping disputes with vendors.

8) Monitor the operations of the Fire Academy, all Fire Science Credit Classes and CE classes.

9) Submit course approval forms to the Texas Commission on Fire Protection.

10)Review and recommend class schedules and faculty assignments, ensuring compliance with college and Coordinating Board Policies.

11)Oversee the development and review of the college catalogue, brochures, and other college publications for the department.

12)Develop file record and retention system meeting Texas Department of Health standards.

Marginal Job Functions

Interview, select, and supervise student assistants.

MINIMUM QUALIFICATIONS:

Knowledge, Skills and Abilities:

Knowledge of modern office practices, procedures and management principles.

Knowledge of IBM compatible PC with Microsoft Office software.

Knowledge of business English with the ability to write in complete sentences using appropriate words, correct grammar, punctuation and spelling.

Knowledge of department and college policies, procedures, and practices with the ability to answer work‑related questions or provide assistance to students, staff, faculty, and the general public in a timely and courteous manner.

Skill in answering multi‑line phone system and answering machines

Skill in operating required office equipment such as facsimile, photocopier, typewriter, computer, and Scantron machines.

Ability to demonstrate effective oral and written skills to convey ideas, facts, and information accurately.

Ability to demonstrate safe work habits and safe use of equipment

Ability to keep up‑to‑date on changes in policies and procedures to maintain current working knowledge.

Ability to perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards with minimal supervision within the assigned time frame.

Ability to shift quickly between several tasks without loss of continuity.

Ability to independently identify and undertake additional tasks to be accomplished.

Ability to safeguard sensitive or confidential information from intentional or unintentional disclosure.

Ability to listen actively and demonstrate understanding.

Ability to present one's self and the college in a positive and professional manner.

Ability to lift or physically handle objects up to approximately 15 lbs. on a regular basis. Heavier objects, up to 30 lbs. on a limited basis.

Ability to perform all the essential functions of this job.

Education and Experience:

Education: Associate's degree from a regionally accredited institution, in a

related field.

Experience: Three (3) years of directly related experience

Any equivalent combination of training and experience.

Licenses/Certificates:

N/A

NOTE: This job description is not an employment agreement or contract. The President and/or designee has the exclusive right to alter this job description at any time without notice.

Employees of CCCCD are expected, as required in their specific job functions, to participate in maintaining standards required for accreditation; to participate in college task forces, activities, meetings, committees and councils; to interact and work cooperatively in order to assist students, staff, faculty and the community in the accomplishment of various goals; to represent one’s self and the college in a positive, professional manner consistent with the core values which include a passion for learning, service and involvement, creativity and innovation, academic excellence, dignity and respect, and integrity; and to safeguard sensitive or confidential information from intentional or unintentional disclosure.

Employees are expected to maintain current working knowledge of policies, procedures and guidelines necessary to answer work-related questions and to provide assistance to students, staff, faculty and the general public in a timely and courteous manner. Employees are also expected to perform other duties as may be assigned by their supervisor and to contribute to the team efforts of the department and to assist the college in achieving its strategic goals.

Employees must abide by all laws, college policies and guidelines.

Collin County Community College District is an equal opportunity employer and does not discriminate on the basis of race, color, religion, age, sex, national origin, disability or veteran status.