Manages the daily operations of the Careers in Public Safety Office, and coordinates projects and activities associated with the various careers in public safety programs (Consortiums, Department of Public Safety, Kirtland Firearms Range, etc.). This position provides clerical support for the Kirtland Regional Police Academy, Military Police Academy, Emergency Medical Services and Corrections Academy programs, and assists with organizational details and registers participants for physical agility, police academy, military police academy, recertification schools and the police, fire and corrections consortiums.
PRIMARY DUTIES AND RESPONSIBILITIES*
Prepares outgoing mail and sorts and distributes incoming mail; places and receives telephone calls. Order supplies for careers in public safety office.
Composes original correspondence; uses word processor to type letters, memos, reports, forms, charts, or other documents from oral instructions or notes.
Sets up and continually maintains departmental files ensuring accuracy and confidentiality of information; determines appropriate methods for storing and retrieving information for record keeping and reporting; collects, compiles, or tabulates data for administrative and governmental reports, grants, and record-keeping systems.
Schedules meetings as requested; coordinates details, notifies attendees, types and/or prepares and distributes meeting materials, and attends meetings to take and transcribe minutes.
Establishes and maintains working relationships with personnel and staff of agencies and facilities associated with in-service training, including promotional and marketing of the careers in public safety programs.
Maintains training necessary for LEIN access, communicates with Roscommon County Central Dispatch on public safety issues, and serves as a dispatcher for the Kirtland Department of Public Safety.
Prepares departmental contracts and documentation.
Coordinates, schedules and maintains calendar for Kirtland Community College Firearms Range including communication with departments and other members of the community, as well as facilitates promotion and marketing of the firing range.
Coordinates, schedules and maintains details for Emergency Preparedness Committee, to include attending meetings to take and transcribe minutes.
Interacts with college employees, students, or outside contacts to provide information, makes decisions necessary to solve routine problems, or otherwise respond to legitimate requests.
Supervises student workers in the area.
Serves as budget officer for appropriate departmental and grant budgets; assists in preparing annual budget requests; maintains detailed budget records; reconciles records with monthly budget reports from accounting department; initiates purchase requisitions for in-service training needs as well as departmental supplies and equipment; reviews and approves invoices as necessary.
Distributes and tabulates evaluation forms for the ongoing evaluation process within the careers in public safety programs and consortium activities.
Coordinates details for police and corrections academy graduation ceremonies.
Prepares academy packets to recruit potential cadets. Maintains contact with cadets on their paperwork and schedules them for training.
Prepares payroll authorizations and pay request forms for part-time careers in public safety faculty throughout each semester.
Writes annual Northern Michigan Training Consortium training grant applications, based on course offerings requested by consortium advisory committees; computes grant budgets; solicits input and makes revisions as necessary. Monitors grant expenditures and prepares interim and final grant reports as needed.
Coordinates and serves as on-site coordinator for in-service training for Northern Michigan Law Enforcement Training Consortium, Corrections Training Consortium of Northern Michigan and Fire Training Consortium of Northern Michigan; schedules training, identifies, schedules, and assists in orientation of part-time instructors, corresponds with training facilities and member departments, ensures all necessary documents are in order.
Coordinates recognition of prior training and experience, pre-enrollment physical fitness testing and reading/writing testing including registration of students, collection of registration fees, providing confirmation, ensuring supplies and materials necessary for training are available, and on-site proctor for reading/writing test.
Assists with photo identification card system; taking and printing employee photos and keycards and student photo ID cards; maintaining sufficient supplies for the production of ID cards; communicating with departments responsible for budgeting and maintenance of the system.
Updates and maintains careers in public safety, firing range and academy websites.
Performs other related tasks as required.
SUPERVISION – Works under the general supervision of the Director of the Kirtland Police and Fire Academies
ATTENDANCE – Individuals in this position are expected to be available during the normal business hours of the college, and may occasionally be asked to be present evenings and weekends for special presentations, examinations and events.
WORKING CONDITIONS- Conditions are those of a typical office environment, requiring frequent oral communication with students and colleagues, the ability to enter data and written communications in electronic format in a timely manner, and sufficient mobility to be present and communicate with students, their parents, state officials, and college employees.
- Bachelor’s degree in business administration, accounting, or related education or training in financial management.
- Three to five years of office support experience, or combination of education and experience commensurate with the requirements of this position
- Experience with grant writing, accounting, or bookkeeping
- 60 wpm accurate keyboarding
- Proficiency using computers to collect, sort, save, and store information and ability to learn and use a variety of personal computer software
- Ability to work individually as well as part of a team
- Demonstrated interpersonal communication skills
- Ability to work effectively with a variety of clientele in a professional office setting
JOB DIMENSIONS – Analysis, judgment, planning and organizing, influence, self-reliance, sensitivity, stress tolerance, technical professional self development, teamwork, dependability, attention to detail, work standards, initiative, informal communication, written communication, knowledge of work, commitment to the college
Kirtland Community College is an equal opportunity employer
* This job description is intended to describe the type and level of work being performed by a person in this position. It is not an exhaustive list of all duties and responsibilities required by a person so classified.