Part-time Administrative Assistant - WCD

Overview:

Position provides administrative support to Workforce and Community Development Division (WCD). Administrative tasks performed by this position support workforce partnerships and the division’s delivery of corporate training programs, lifelong learning and professional development classes, court-ordered traffic safety courses, commercial driver’s license (CDL) training services, credit or noncredit classes and work-based learning opportunities for youth.

 

Position will average 23 hours per week.

 

This position will be open until filled, with a first review date of August 31, 2026. After this date, the recruitment may close without further notice. Interested applicants are encouraged to apply as soon as possible.

 

Responsibilities:

Provide Front-line Customer Service and Administrative Support

1. Serve customers through in-person, phone, and written communications.
2. Maintain and update the division’s training schedule in an online platform accessible to WCD staff and faculty.
3. Resolve frontline issues for WCD students and faculty, elevating to managers as necessary.
4. Coordinate with IT and maintain login and password information for WCD training rooms and software (Canva).
5. Help create surveys, flyers, and other communication tools for distribution to target audiences.
6. Assist with engagement activities that WCD supports through community involvement, outreach, or funding.

 Support Instruction/Courses and Training Projects

1. Set deadlines and prioritize tasks to fulfill multiple training projects in various stages of completion.
2. Electronically package Service Agreements for client signature and track the timeline of contract fulfillment.
3. Send signed contracts to the business/budget office.
4. Create CRNs and enter other relevant training information into Banner.
5. Execute and communicate logistics (room assignments, set up, wayfinding, student textbook orders, print requests, materials and technology for the instructor, instructor packet, and food orders) internally and externally.
6. Help maintain accurate Letter of Agreement templates.
7. Electronically package and route instructor Letters of Agreement or stipend requests through an internal approval process. Ensure payroll receives all compensation details and help payroll reconcile discrepancies.
8. Submit authorizations to bill clients (ATBs).
9. Assist with the CourseStorm platform and its interfacing with Banner for Lifelong Learning courses during the registration process or for cancellations and refunds.
10. Help prepare classrooms and instructors to deliver Traffic Safety or Motorcycle classes.
11. Serve as a back up to the Community and Continuing Education Coordinator for registration, student communications, and course record-keeping to comply with state agency requirements for Traffic Safety or Motorcycle classes.
12. Provide logistical support for orientations, graduations, and certificate ceremonies for workforce programs.
13. Participate in training development and sales/marketing meetings.

 Perform Financial Activities and Purchasing 

1. Execute and reconcile orders and payments for the division using procurement card or requisition process.
2. Maintain WCD inventory of office supplies and training consumables.
3. Ensure timely allocation and approval of purchasing card statements.
4. Maintain supporting records and receipts for division expenditures.
5. Contact vendors to resolve invoice discrepancies and reconcile errors.
6. Obtain approval for and submit budget transfer requests.

 Manage and Maintain Data, Records and Reports

1. Enter information into and extract data from systems such as Banner and Cognos.
2. Generate reports and share data extracted from multiple information sources.
3. Manage student records in strict compliance with FERPA regulations.
4. Support a client management system of instructors and vendors/clients.
5. Create and retain digital records associated with delivered trainings and Lifelong Learning courses.
6. Electronically compile, distribute, sort, and retain instructor evaluations for manager and instructor review.

Qualifications:

Education & Experience:

1. Associate Degree in Office Technology or a related field or an equivalent combination education and work experience.
2. Two (2) years of administrative and/or customer support experience.

Blackhawk Technical College does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.