Perform the full-range of specialized clerical and technical duties in support of the Florence Center/Prison Programs.
Responsibilities
ESSENTIAL FUNCTIONS
Assist the Program Director with the Prison Education Associate Degree Programs. This may include but not limited to: Gathering Admissions applications, FAFSA's, and any other forms needed to enroll and register students for classes each semester. Work closely with the Financial Aid Office, Admissions, Bookstore and any other department involved in the complete workflow cycle for Prison programs.
Work closely with ADCRR liaisons to gather needed documentation for enrolled students. Work closely with inmates to gather supporting documentation that may be required to enroll them in Prison Education Programs and award financial aid.
Provide technical support and perform a full-range of clerical duties in support of the department or area assigned. Duties include answering correspondence, report preparation, processing a variety of documents, opening and distributing office mail as appropriate. Handle multiple priorities and tasks simultaneously and makes decisions independently according to established guidelines. Develop, maintain, and update office procedure manuals. Receive incoming telephone calls; welcome visitors; direct callers and visitors to appropriate personnel. Respond to questions and provide information to students and the public.
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, notifying students and/or employees of their status in the process of requesting additional information according to established policies and procedures. Assist in implementing program related activities, special sessions or schedules, seminars and workshops in support of the program or area assigned. May be required to interact with administration, program clientele and/or other members of the general public.19
Retrieve, receive, and compile data from several sources, compare information to verify its completeness and prepares informational and/or statistical reports detailing requisite data according to established guidelines. Organize and transmit information electronically to other agencies and/or departments for processing
Track current budget or other fiscal data by posting and/or recording information into various computer programs. Track and monitor office supplies/materials. Process new and/or replenishment orders. Participate in developing bid requests, analyzing and selecting vendors. Order necessary materials and supplies for program and office activities. Gather and compile financial and statistical information for various reports in accordance with established guidelines. Compare data from several sources to ensure report accuracy.
Establish and maintain specialized databases; enter and retrieve data and ensure accuracy of database records. Create special forms, charts and reports using word processing, spreadsheet and database software.
Perform other duties commensurate with the functions and level of the position to include participating in committee assignments and the recruitment and retention of students.
Qualifications
EDUCATION/EXPERIENCE: Associate's Degree and two (2) years of applicable secretarial and/or administrative support experience - or - four (4) years of applicable secretarial and/or administrative support experience in lieu of education.
SPECIAL POSITION CONDITION: Must be able to pass and maintain Arizona Department of Corrections security clearance.
APPLICATION REQUIREMENTS:
Applications must include the following documents to be considered:
Cover Letter (Letter of Interest)
Resume or Curriculum Vitae
Unofficial Transcripts if applicable
Applications not accompanied with the required transcripts will not be considered.
Copies of transcripts should reflect completed course work and conferred degrees. All academic course work and degrees must be from a regionally accredited college or university or be certified by an acceptable agency that the institution is recognized by the appropriate governmental agency in its home country (this is generally stated in the degree evaluation).
Transcripts issued in a language other than English must be accompanied by a full translation (word for word) by an acceptable translator. Additionally, each foreign transcript must be evaluated for equivalency to United States accredited course work by an acceptable agency such as those agencies certified by the National Association of Credential Evaluation Services (NACES).
Applications containing foreign transcripts that are not accompanied with the above required documentation, will not be considered.Knowledge, Skills, & Abilities
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of specific processes, policies, and procedures of office management and workflow procedures to include effective management of workload, i.e. prioritizing, and organizing work.
Knowledge and skill in various word processing, spreadsheet, database, presentation, and integrated information software, systems, and associated hardware, e.g. personal computers.
Knowledge and skill in Access, MS Office, Publisher, Adobe, web design and other unique software.
Skill in gathering, compiling, and presenting information in oral and/or written form.
Effective communication skills, both oral and written; must have outstanding customer service skills.
Strong interpersonal skill as applied to interaction with culturally diverse populations, college administrators, faculty, staff, students, and the public.
Ability to work independently and as a member of a team in accomplishing tasks.
Ability to analyze situations, develop solutions, and make independent decisions based on established guidelines.
Skill in processing a variety of financial and non-financial transactions, verify accuracy, match against documentation, code to proper account, prepare necessary forms or reports, post transactions, and reconcile and retrieve information as needed.
Knowledge and skills in the techniques of desktop publishing used in designing program brochures, marketing materials, flyers, advertisements and newsletters pertaining to the program, and marketing practices used in promoting programs.
Skill in developing, implementing and evaluating major publications, creating, composing, and editing written materials.
Knowledge and skill in the principles and practices of graphic design, writing and editing principles, practices and techniques, and planning, organizing, and coordinating multiple graphic production activities.
Knowledge and skill media placement and graphic design concepts, principles and practices of marketing, basic photography, printing and placement of photographs for publishing, and media presentations.
INTERPERSONAL SKILLS: Important Level Interpersonal Skills: Position engages in or requires some or all of the following: Alternative or combined human relations skills in understanding other people and influencing their behavior in order to achieve job objectives; Must have skills of persuasiveness or assertiveness, as well as sensitivity to other person's point of view in order to influence their behavior, change an opinion, or turn a situation around; Provides direction, consultation, and/or training; Deals with confidential information; Has moderate level of contact with students, program participants, and/or the public.
PHYSICAL REQUIREMENTS: Duties performed causes light fatigue of eyes, fingers, or other faculties as a result of repetitive motion and/or long periods of standing or sitting. Duties require little physical effort in work with light to moderate (up to 20lbs) easy to handle materials.
CAC is an equal opportunity employer and complies with all applicable federal, state, and local laws regarding equal employment opportunity and anti?discrimination. CAC strictly prohibits and does not tolerate discrimination on the basis of the following protected classes and/or characteristics, in all of its operations, programs and activities, including but not limited to employment, promotion, admissions and access to all career and technical programs: race, color, religion, creed, national origin or ancestry, ethnicity, sex (including sex assigned at birth, pregnancy, sexual orientation, and gender identity or expression), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. For more information contact: Laura Shepherd, Title IX Coordinator at 480?677?7853 or titleix@centralaz.edu ; Section 504/ADA Coordinator at 520?494?5409 or studentaccessibility@centralaz.edu or Human Resources at human.resources@centrlalaz.edu.
Important Notice: As a condition of employment, all full time Central Arizona College employee's automatically become members of the Arizona State Retirement System (ASRS). This is a pension system that requires mandatory contributions from the employee with a matching contribution from the employer. The 24-25 fiscal year contribution rate is 12.27%. Please note this rate is subject to change on a fiscal year basis. Membership to ASRS is a condition of employment and is not optional unless you are at least 65 years of age and meet the opt out eligibility requirements, or are a retiree from ASRS . Please consider this when applying for this position.
