Operations Specialist

Position Information:

• Under the direction of the Director of Community Education, the Operations Specialist is responsible to design, establish, and oversee the integrated logistical and support needs of programs, classes and events offered by Community Education.  This position is responsible for providing administrative support functions and activities to include processing registration and payments for community education classes; compiling and verifying employee timesheets; preparing purchase orders and vouchers for Community Education program areas and assures funds are available; assists in setting up classes; assists in compiling, organizing and completing reports. 
• Processes registrations and payments for Community Education programs, services, and/or classes.
  1. Deposits monies collected for all programs/services/classes.
  2. Prepares refunds for any cancelled classes or should participants cancel.
  3. Prepares invoices for services provided to other agencies.
  4. Works with programs to submit for CCAP, Pathways, and Scholarship reimbursements. 
• Processes department employee timesheets/AESOP and timeclock plus.  Checks for and verifies correct UFARS codes and salary against budget(s) to track spending. 
• Manages all employees and instructors with payroll, background checks, and processes and procedures of Community Education. Recruits/onboarding of new instructors/independent contractors.
• Customer service includes answering phones, assisting participants registering over the phone, in person and online.
• Builds classes into registration software, communicates with instructors, and assists with class evaluations.  Meets instructors as needed. Coordinates Community Education Trip planning and assists with program planning. 
• Pays all instructors, independent contractors and vendors.
• Prepares vouchers for Community Education departments.  Prepares purchase orders and follows up on deliveries making sure all orders are received and closed in SMART Finance.  Verifies and assures all vouchers and orders are checked against budget to assure available funds.
• Assists with Driver’s Education program and completion of necessary paperwork (insurance, billing, etc..) and documentation (permits, etc.).
• Coordinates and assists with mandated reports, advisory council meetings, Montly/Annual reports, internal reports and participates in budget planning and management as needed.
• Works as a part of the team for Facilities Scheduling. This includes Customer Service, Group Approvals, Event Approvals, Estimate Creation, Invoicing, and Communications with CE Staff and Buildings.
• Performs other duties of a comparable level or type, as required. 

Qualifications:

• At least two years post-secondary education
• Ability to work independently
• Adept at multi-tasking
• Excellent oral, written and interpersonal skills
• Fundamentals and basic knowledge of recordkeeping and bookkeeping.
• Basic knowledge concerning the use of computers and related software applications and general business equipment.