Program Assistant, Fire Science

Job Title

Performs the full-range of specialized clerical and technical duties such as processing mail, answering phones, generating correspondence, and maintaining records in support of the assigned program; may assist in registering students, class enrollment, and attendance; may assist with purchases and orders; assists with budget and monitoring of related expenses; may assist with marketing including flyers and maintaining web pages; and assists with grant procedures and proposals as related to assigned program.

ESSENTIAL FUNCTIONS:

• Provides support to ensure goals and objectives of assigned program are accomplished in accordance with compliance with CAC policies and procedures and federal/state laws and regulations related to assigned area.
• Provides technical support; performs a full-range of clerical duties in support of the Department or area assigned; maintains files, records, and general office order; generates work orders for IT and Facilities; furnishes support by answering correspondence, report preparation, processing a variety of documents, and opening and distributing office mail as appropriate; handles multiple priorities and tasks simultaneously; makes decisions independently according to established guidelines;
  
  develops, maintains, and updates office procedure manuals; receives incoming telephone calls; welcomes visitors; directs callers and visitors to appropriate personnel; responds to questions and provides information to students and the public; may maintain websites, changes, and updates; schedules and assists with events and Advisory Board meetings; and may use 25
  
  Live system for scheduling rooms.
• May enter placement tools/scores; may process applications, contracts, student records, and/or forms by verifying information, entering data into computer system, securing appropriate signatures, forwarding to other departments and/or agencies for processing, and notifying students and/or employees of their status in the process of requesting additional information according to established policies and procedures; arranges for interviews; arranges for temporary accommodations for ill students;
  
  may work with other departments on related issues/accommodations; assists in implementing program related activities and special sessions; schedules seminars and workshops in support of the program or area assigned; and may be required to interact with administration, program clientele, and/or other members of the general public.
• Assists and completes hiring documents; processes assigned payroll information; processes FAAFS; monitors enrollment increases; and makes related adjustments.
• Retrieves, receives, and compiles data from several sources; compares information to verify its completeness; prepares informational and/or statistical reports detailing requisite data according to established guidelines; and organizes and transmits information electronically to other agencies and/or departments for processing.
• Tracks current budget or other fiscal data by posting and/or recording information into various computer programs; tracks and monitors office supplies/materials; processes new and/or replenishment orders; participates in developing bid requests, analyzing, and selecting vendors; makes purchases and orders necessary materials and supplies for program and office activities; gathers and compiles financial and statistical information for various reports in accordance with established guidelines;
  
  and compares data from several sources to ensure report accuracy.
• Establishes and maintains specialized databases; enters and retrieves data; ensures accuracy of database records; and creates special forms, charts, and reports using word processing, spreadsheet and database software.
• May assist the Program Director in the preparation of catalogs and brochure for promotional mailings; obtains mailing lists from appropriate sources; schedules mailing of informational materials; provides recommendations on program and/or operational modifications or changes to enhance program activities; assists in the implementation of marketing the program; assists in gathering and preparing materials…