Office Specialist - Business Training Center

Office Specialist - Business Training Center

Black Hawk College is looking for an Office Specialist to support the Business Training Center. The role involves administrative duties, registration coordination, accounting functions, recordkeeping, customer service, and supporting BTC staff and instructors.

• Perform accounting functions: accounts payable/receivable, cost/revenue analysis, P-Card processing, bank deposits, cashiering, purchase requisitions, invoicing, petty cash management, month‑end balancing.
• Record, maintain, and reconcile cash balances and restricted account expenses for BTC.
• Prepare monthly reports and ad hoc BTC reports (e.g., Economic Impact Report, training evaluation composites).
• Enter and process all BTC student registration information, payments/refunds, third‑party contracts, rosters, grades, certificates.
• Build and maintain Class ’s/CRN’s for BTC class offerings in the college’s student database systems.
• Create instructor contracts, calculate compensation, coordinate with HR & Payroll for timely submission, and resolve pay issues.
• Maintain confidential files, records, mailing lists; update internal data logs; manage retention and disposal procedures.
• Process enrollment verification, certificate, and grade report requests.
• Prepare and maintain training grant paperwork; submit required reports to DCEO.
• Assist in organizing BTC graduation ceremonies (location, notifications, materials).
• Support marketing materials, supply ordering, office scheduling, shipping/receiving, and training handout creation.
• Contribute to policy and procedure development for BTC.
• Perform other job‑related duties as required.

• Demonstrate Black Hawk College core values.
• Execute tasks with accuracy, efficiency, and timeliness.
• Maintain working knowledge of job‑related software and systems.
• Maintain confidentiality of information and records.

• Collaborate with the Manager for Grant and Restricted Fund Accounting, BTC Director, faculty, staff, clients, vendors, and Professional and Continuing Education.
• Coordinate with Finance, Human Resources, Payroll, Planning & Institutional Effectiveness.
• Interact with a diverse public and all college employees.

• Associate’s degree or at least 40 college credit hours completed, with anticipated completion within 36 months of hire (preferred).
• Major in accounting, finance, and/or business (preferred).
• Minimum of one year experience performing accounting functions in a business office setting.
• Proficiency in Microsoft Word and Excel (required);
  Access and PowerPoint (preferred).
• Experience working with a diverse public.
• Excellent communication, detail orientation, problem‑solving, multitasking, and prioritization skills.
• Ability to learn and use the college’s system databases and perform accurate data entry.
• Driver’s license required.

Standing 20%, Sitting 50%, Bending 15%, Reaching 15%. Lifting up to 40 lbs. Reasonable accommodations may be made.

Black Hawk College does not sponsor employment visas.