Administrative Assistant (Fire/Rescue/EMS Programs)

Description

The Administrative Assistant is responsible for performing all clerical and support duties necessary for the efficient operation of the Fire/Rescue/EMS Program division. This position reports directly to the coordinator of the assigned program.

Teleworking

Due to the job duties, teleworking is not available for this position.

Salary

VGCC considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; and internal peer equity in offer calculations.

The following listing of essential job duties indicates the general nature and level of work required in this job. This is not designed to be a comprehensive listing of all the activities, duties, or responsibilities. Individuals assigned to this job may be asked to perform other duties as required. To perform this job successfully, an individual must satisfactorily perform each essential duty. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• Build sections through Datatel for upcoming Fire/Rescue and EMS courses.
• Prepares part-time contracts and ensures that they are signed and routed to the appropriate individuals for approval through DocuSign as needed.
• Prepares packages consisting of registration forms, attendance sheets, class rosters, and instructor evaluation forms.
• Entry of registration forms, registration fees, discount waivers, and third-party payments into Datatel for Fire/Rescue and EMS programs. Check for correct information and ensure payments are routed to the Business Office.
• Works with instructors to ensure that course and report completion requirements are filed on time.
• Assist students with online registrations and the receipting of their payments.
• Answers emails and/or voicemails as needed for Fire/Rescue and EMS programs.
• Collects end-of-semester reports and compiles data.
• Routes the end-of-semester material to the appropriate offices.
• Audits/verifies end-of-semester reports as needed.
• Prepares and distributes tests and other materials for part-time instructors.
• Coordinates clerical/support functions associated with the supervisory responsibilities of the division.
• Orders textbooks, supplies, and equipment, etc,. as needed.
• Prepares and maintains travel records for part-time instructors.
• Prepares and maintains updated course outlines.
• Prepares all correspondence, reports, etc. for the Director and maintains an updated filing system.
• Prepares Fire Certification Update reports and submits to the NCCCS database system on a bi-monthly basis.
• Prepares Public Safety Training Calendar and submits to the NCCCS database system weekly.
• Learn with a daily working proficiency the use of the NCCCS database system.
• Assist the Director with the website for the Fire/Rescue and EMS programs as needed, ensuring students can view information on courses, online registration, and online payments.
• Check email registrations daily in order to enter and process student payments in a timely manner.
• Contact students who registered for courses about any course information changes, payment needed, or course-starting reminders.
• Scan copies of all paperwork for Fire/Rescue and EMS programs into Laserfiche.
• Proctors tests for the Fire/Rescue and EMS programs for students who need to retest and/or make up tests.
• Answers questions/concerns pertaining to the Fire/Rescue/EMS programs.
• Attend meetings and take minutes as needed. Prepares and distributes minutes as needed.
• Performs other related duties assigned by the Director of Fire/Rescue and EMS Programs.
  
  

Education and Experience Required

• High School Diploma.
• At least 2 years of related work experience.
• Strong working knowledge of Microsoft Office Suite.
• Experience with DataTel and LEOData.
  
  

Education and Experience Preferred

• Associate Degree.
• Experience working within the North Carolina Community College System.