| Position Description: | Position Summary:
The Operations Specialist is responsible for maintaining accurate financial and administrative records for Workforce and Community Development, including tracking revenues and expenditures, processing contracts and payroll, and generating reports using computer software. The role also supports registration, establishment of student and trainer profiles, and serves as the first point of contact for the department in the delivery of exceptional customer service to students, staff, and community members.
Essential Duties include:
Duties for this position are split amongst the following categories:
Administrative
- Process class registrations, drops/adds, class cancellations, grades and attendance.
- Resolve issues related to student enrollment and registration processing.
- Create staff profiles, student profiles (where necessary) and trainer bios, using ERP software.
- Digitally file, manage, retrieve and compile departmental documents, records and reports for strategic and operational planning using ERP system and other software used by the department.
- Order, prepare and deliver class supplies and materials, including but not limited to instructor packets, course handouts, books, etc. and arrange for the delivery of equipment needed for classroom (instructor) for both on-campus and off-campus locations.
- Responsible for ordering and tracking office supplies and materials.
- Maintain working knowledge of procedures and provide administrative support for all grant funded and specialized programs, such as the Michigan Motorcycle Safety Program, the Michigan Department of Education State Continuing Education and Clock Hours (SCECH), Huron Area Valley Coding Organization (HUVACO), and digital badging; and, ensuring access to registration and program data is accurate and reported in a timely manner.
Bookkeeping
- Track, categorize and record accurate daily transactions of department revenue and expenses and prepare reports using internal systems.
- Prepare and process documents such as service agreements, purchase requests, invoices, expense reports, and other financial paperwork to track and monitor department financial activities.
- Track and help process hiring and payroll information for newly hired trainers using internal systems.
- Process contracts for services and instruction.
- Perform accurate data entry and other clerical tasks related to departmental bookkeeping.
- Work with Purchasing and Finance departments to reconcile and resolve discrepancies.
Customer Service
- Act as a professional first point of contact for Workforce & Community Development by greeting visitors, answering phones, email, chat, virtual and in-person inquiries
- Provide a high level of courteous customer service to students, staff, and community members regarding non-credit information, registration and other department initiatives.
- Provide technical assistance, verbal and/or written, to assist participants with access to course information, including but not limited to registration, attendance verification and other inquiries. Ensure all communication with participants is handled in a confidential manner and in accordance with FERPA regulations.
- Troubleshoot customer service issues and complaints for resolution
- Update and maintain customer feedback log
- Regular attendance on campus is required for this position
- Perform other duties as assigned.
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| Minimum Qualifications: | Minimum Required Knowledge, Skills and Abilities:
- High school diploma or GED and 30 credit hours in related coursework and 4 years relevant experience OR the equivalent combination of education and work experience.
- Exceptional customer service skills
- Excellent verbal and written communication skills
- Excellent Problem-solving skills
- Compile and organize information and prepare routine reports to support departmental analysis and planning.
- Demonstrated proficiency in the use of Microsoft 360, including Microsoft Outlook
- Demonstrated proficiency in Teams, SharePoint, Smartsheet, database management/CRM management
- Competency in intermediate math, proofreading, grammar and spelling
- Accurate keyboarding at 55 WPM
- Ability to work with minimal supervision, organize workload, manage multiple tasks and maintain confidentiality at all times
- Possess good judgment, organized, resourcefulness, proactive initiative to solve problems, attention to detail and the ability to respond to input from a variety of sources, including College Leadership and Staff Team Members and external partners.
- Demonstrated ability in bookkeeping, revenue/expense tracking and budget reconciliation
- Demonstrated ability to create and track requisitions, purchase orders, and invoices
- Demonstrated math and critical thinking ability
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