Public Safety Administrative Assistant; STF

Responsibilities

Essential Functions–

• Arrive on time for work, wearing appropriate attire, attend work regularly, and successfully complete the responsibilities of the position.
• Accurately perform general office duties and provide clerical support including, but not limited to answering phones/taking messages, word processing, directing customer inquiries, data entry, making signs/flyers, copying, maintaining electronic files, organizing, picking up mail, etc.
• Create forms, test, letters, and schedules.
• Order supplies; maintain the room reservations in Fire Science Training Center (FSTC).
• Set‑up mailings, mail information packets, maintain mail lists and labels.
• Set‑up appointments and meetings, including student visits.
• Assist with course creation, assignment of instructors, and management of course schedules.
• Maintain invoices, create purchase orders to pay invoices in a timely manner, and maintain running totals for budget balances.
• Coordinate and attend Advisory Committee meetings for Fire Science and Paralegal programs; transcribe minutes and distribute to members
• Attend Public Safety Department meetings and Fire Science staff meetings; take, transcribe and distribute minutes.
• Communicate information to prospective and current students regarding various Public Safety programs
• Assist various Public Safety programs in their admission and selection processes.
• Accurately track and complete all forms related to the certification and testing of students through the Kansas Fire & Rescue Training Institute (KFRTI), in accordance with their guidelines.
• Accurately complete and submit all forms related to firefighter funding as administered by KFRTI, in accordance with their guidelines.
• Perform duties related to all training academies offered. This includes answering inquiries, enrollment, wait lists, and related paperwork.
• Assist with travel arrangements for faculty and program coordinator, as needed.
• Comply with HutchCC policies, procedures, and practices.

Secondary –

• Perform other responsibilities as assigned by the Department Chair/Fire Science Program Coordinator.
• Work some evenings and weekends.
• Serve actively on campus committees.

• High school diploma or equivalent required. Associates degree or higher preferred.
• Strong professional telephone and interpersonal communication skills required.
• Proficiency in personal computer skills including, but not limited to, keyboarding, the Windows operating system, Microsoft Office applications (Word, Excel, Power Point, etc.), and Adobe.
• Ability to provide excellent communication (verbal and written), strong organizational skills, and attention to detail.
• Ability to establish and maintain professional relationships with students, faculty, staff, and other customers.
• Ability to work effectively and professionally with many people, while practicing good customer service and maintaining appropriate customer privacy in a student‑centered environment.
• Ability to work independently and efficiently with accuracy while meeting the deadlines and demands of a multiple‑objective environment.
• Must be a neat, dependable, and highly organized person who possesses the ability to work amiably and professionally with many people.
• Physical requirements:
  
  Excellent verbal, written, and listening skills;
  Must have the ability to sit or stand in front of a computer for extended periods of time; exhibit manual dexterity to dial a telephone, to enter data into a computer, and to operate additional office equipment; see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels and on the telephone;
  
  speak in audible tones so that others may understand clearly in person and on the telephone; use appropriate judgment and to apply tact and courtesy in difficult situations; understand words and respond effectively and appropriately; attentive to detail, accurately follow written and verbal instructions, work independently;
  The position may require some lifting up to 25 pounds;
  Sedentary to medium/Indoor work environment with a substantial amount of keyboarding required.
• Mental requirements include the ability to learn and comprehend…