Summary of Position

This position performs clerical and administrative work in support of the North Service Area Center (NSAC) and Prison Education Program (PEP). The incumbent processes documents and payments, maintains sensitive records, and supports college programs, courses, and operational processes. The position requires knowledge of, or the ability to learn, CTC policies, procedures, systems, and Texas Department of Criminal Justice (TDCJ) requirements while providing effective service to students, faculty, staff, correctional partners, and the communities served by NSAC.

Education and Experience

High school diploma or GED required. Four years wage earning clerical experience, or certification / successful completion of relevant trade school (30 college credits) and one-year wage earning clerical experience.

copy of certificates and/or college transcripts is required with the application for evaluation purposes.

Knowledge Skills and Ability

• Ability to exercise independent judgment and discretion and perform effectively under general supervision in a high-volume environment.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook; experience with Colleague or a comparable student information system is preferred.
• Ability to generate reports, maintain and reconcile accurate records, analyze data, identify discrepancies, and follow items through resolution.
• Strong organizational, written, and verbal communication skills, with the ability to manage multiple priorities and work effectively with students, faculty, staff, correctional partners, and the public.
• Ability to maintain confidentiality and protect student and institutional information in accordance with FERPA, college policy, and applicable TDCJ requirements.

Essential Functions

• Provide general administrative support for NSAC and PEP operations, including managing telephone calls, email, mail, correspondence, files, forms, records, mailing lists, office supplies, classrooms, and work orders.
• Assist community and PEP students with admissions, registration, scheduling, withdrawals, payments, and related college processes. Enter registrations and withdrawals in Colleague and initiate work orders or exceptions to policy for review and approval by the appropriate authority.
• Maintain and reconcile PEP student, enrollment, course, roster, and location records; track outstanding actions; run required reports; and prepare or print rosters, grades, degree evaluations, and other student or course documents.
• Prepare PEP instructional materials and student mail-outs, including printing, copying, collating, binding, labeling, packaging, distributing, and tracking faculty materials and student packets in accordance with college and TDCJ requirements.
• Order, receive, distribute, recover, and maintain inventory records for PEP textbooks, instructional materials, supplies, and equipment; reconcile issued and returned items and initiate requisitions or replacement requests as needed.
• Enter and track student lay-ins in ES30, coordinate changes with appropriate college and correctional staff, and follow up on pending or unsuccessful requests.
• Support community and PEP course scheduling by preparing and verifying section builds, submitting them to course schedulers for entry in Colleague, building and updating corresponding courses in ES30, maintaining course listings, and tracking requests through completion.
• Communicate registration status, class cancellations, schedule or room changes, faculty information, and other operational updates to students, faculty, college staff, and correctional partners using approved processes.
• Assist with payments, refunds, deposits, billing documentation, registration activities, semester start-up and closeout, institutional and TDCJ reporting, audits, records reviews, and special projects as assigned. Protect all sensitive information in accordance with FERPA, college policy, internal controls, and applicable security requirements.
• Perform other duties as assigned.

EEO Statement

Central Texas College District and its operating units, divisions and sponsored activities prohibits discrimination on the basis of any protected class including, but not necessarily limited to race, color, gender, national origin, age, religion, genetic information, disability, veteran status, sexual orientation, gender identity or transgender status.

Inquiries about Title IX, sexual misconduct can contact the Title IX Coordinator, Larry Murphy through email to rdepartment@ctcd.edu or call 254-501-3028.

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, educational benefits, holidays, vacation, and sick leave. Full-time employees participate in the Teachers Retirement System of Texas (TRS). To learn more details, visit our benefits page https://www.ctcd.edu/human-resources/benefits/employee-benefits/

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