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Office Specialist, Business Training Center

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Office Specialist, Business Training Center

Salary

$17.00 Hourly

Location

Quad Cities Campus - Moline, IL

Job Type

Full-Time Staff

Job Number

22-00420

Department

Business Training Center

Opening Date

04/21/2025

Work Hours

M-F 8:00 a.m. - 4:30 p.m.

Application materials required

Resume/CV

+ Description

+ Benefits

+ Questions

General Information & Responsibilities

The Office Specialist performs administrative work for the Business Training Center with minimal supervision; coordinates registration, builds and maintains class offerings in the College’s Student Systems, performs accounting functions, creates and maintains confidential files and databases; provides courteous and professional customer service to internal/external customers.

Description of Duties

DESCRIPTION OF ESSENTIAL DUTIES:

+ Performs accounting functions for the Business Training Center including but not limited to: accounts payable/receivable, determining cost/revenue ratios, making and reporting P-Card purchases, preparing bank deposits, performing cashiering duties, preparing purchase requisitions, invoices, maintaining petty cash funds, and performing month end balancing.

+ Records, maintains, and reconciles cash balances and expenses for restricted accounts for BTC.

+ Prepares and maintains accurate and comprehensive monthly reports on behalf of BTC staff (e.g. Economic Impact Report); prepares other ad hoc BTC related reports as necessary (e.g. training evaluation composites, revenue reports, etc.).

+ Responsible for entering all BTC student registration information; processes payments/refunds, third party contracts, and other related information (e.g. rosters, registration, grades, certificates, etc.).

+ Builds and maintains Class ID’s/CRN’s for BTC class offerings (public and contractual) in the College’s student database systems.

+ Creates contracts for BTC instructors; calculates compensation and payroll docks; works with Human Resources Department and Payroll Department to ensure timely submission of contracts; resolution of pay issues; and prepares personnel action notices.

+ Responsible for creating, maintaining, and organizing confidential files, records, and mailing lists for the department including updating all internal data such as College and individual logs in a timely manner.

+ Maintains the retention and disposal processes for records management for BTC.

+ Processes requests for enrollment verification, certificates, and grade reports after receiving appropriate paperwork for BTC.

+ Prepares and maintains training grant paperwork for the College and BTC clients and electronically submits paperwork and necessary reports to DCEO.

+ Organizes graduation ceremonies for BTC programs (e.g. schedules location, makes appropriate notifications, and prepares related materials.

DESCRIPTION OF OTHER DUTIES:

+ Maintains department-related marketing materials, edits and/or updates materials as needed.

+ Works with Professional and Continuing Education regarding internal processes in order to comply with the ICCB.

+ Prepares presentations as requested.

+ Assists with ordering and organizing office/class related supplies and materials.

+ Assists with departmental scheduling, shipping & receiving of goods and equipment; coordinates delivery of said items to the BTC.

+ Assists staff/instructors with handouts; creates specialty items for training as needed; maintains originals accordingly.

+ Assists with developing policies and procedures for the Business Training Center.

+ Performs other job-related duties as required.

OVERALL ACCOUNTABILITIES:

+ Demonstrates Black Hawk College core values.

+ Accuracy, efficiency, and timeliness of work.

+ Ability to maintain working knowledge of job-related software, applications, programs, etc.

+ Ability to maintain confidentiality.

PRINCIPAL WORKING RELATIONSHIPS:

+ Works directly and cooperatively with the Director of the Business Training Center, BTC faculty and staff, clients/visitors/vendors of BTC, and Professional and Continuing Education.

+ Works cooperatively with Finance, Human Resources, Payroll, and Planning & Institutional Effectiveness.

+ Works cooperatively with a diverse public; and all other College employees.

Education & Experience

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.)

+ Associate’s degree or at least 40 college credit hours completed with the expectation of completion within 36 months of hire required. . Major in accounting, finance, and/or business preferred.

+ A minimum of two years experience performing accounting functions in a business office setting required.

+ Proficiency in Microsoft Word and Excel required. Proficiency with Microsoft Access and PowerPoint preferred.

+ Previous experience working with a diverse public required.

+ Excellent communication skills required.

+ Attention to detail and ability to problem solve required.

+ Ability to multi-task and prioritize projects required.

+ Ability to learn and effectively use the College’s system databases required.

+ Ability to maintain confidentiality of information and records required.

+ Ability to perform accurate data entry required.

+ Driver's License required.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by the employee to successfully perform the Essential Functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Functions.

Standing 20% Sitting 50% Bending 15% Reaching 15%

Lifting: (Frequently) Up to 40 lbs.

The above statements reflect the general details necessary to describe the principle functions of the described job; it is not an all-encompassing statement of all the work requirements that may be necessary to perform the job.

Supplemental Information

Black Hawk College does not sponsor employment visas.

Black Hawk College is an AA/EEO employer.

While you contribute your talent and enthusiasm to BHC, as an eligible employee you will have access to outstanding health benefits, ample time off, a pension plan, educational opportunities, and much more. In this section, you will find an overview of our comprehensive and generous benefit programs. Be sure to check out the Compensation section as well.

Core Benefits

Medical

Prescription Drug Plan

Mail Order Pharmacy

Dental

Vision

Basic Life Insurance

Tuition Waiver

Employee Assistance Program

Long-Term Disability

Flexible Spending Account (FSA)/Dependent Care Account (DCA)

Paid Holidays

Sick Leave

Vacation

Personal Days

Retirement Pension Plans

State University Retirement System of Illinois (SURS): Employees working in a regular and continuous position or one in which services are expected to be rendered on a continuous basis for at least four months or one academic term, whichever is less, may be eligible to enroll in SURS. To learn more about SURS, visitwww.SURS.org.

Optional 403b Tax-Deferred Investment Program: Employees may set up a 403b plan through Empower Retirement.

01

Do you have an associate’s degree or at least 40 college credit hours completed with the expectation of completion within 36 months of hire?

+ Yes

+ No

02

Do you have a minimum of two years experience performing accounting functions in a business office setting?

+ Yes

+ No

03

Do you have a proficiency in Microsoft Word and Excel?

+ Yes

+ No

04

Do you have an attention to detail and ability to problem solve?

+ Yes

+ No

05

Do you have the ability to multi-task and prioritize projects?

+ Yes

+ No

06

Do you have the ability to maintain confidentiality of information and records?

+ Yes

+ No

07

Do you have the ability to perform accurate data entry?

+ Yes

+ No

08

Do you have a valid driver's license?

+ Yes

+ No

Required Question

Employer

Black Hawk College

Address

6600 34th Ave

Moline, Illinois, 61265

Phone

309-796-5222

309-796-5224

Website

http://www.bhc.edu