Office Specialist - Business Training Center

Black Hawk College; Moline (IL); On-site; USD 35,000 - 45,000; Full time

Job summary

A community college in Illinois is seeking an Office Specialist to perform administrative duties including accounting functions for the Business Training Center. The role involves coordinating registrations, maintaining class offerings, and providing excellent customer service. Successful candidates will have a strong background in accounting, experience in a business office, and proficiency in Microsoft Office tools. This position requires attention to detail and the ability to work independently.

Qualifications

• Associate's degree or at least 40 college credit hours completed with the anticipated completion date within 36 months of hire.
• Minimum of one year experience performing accounting functions in a business office setting.
• Proficiency in Microsoft Word and Excel required, with Access and PowerPoint preferred.

Responsibilities

• Perform accounting functions including accounts payable/receivable and month-end balancing.
• Prepare and maintain accurate monthly reports and student registration information.
• Create and maintain confidential files, records, and mailing lists.

Skills

Accounting skills

Customer service

Communication skills

Attention to detail

Problem-solving skills

Multi-tasking

Education

Associate's degree or 40 college credits

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Microsoft PowerPoint

Job description

General Information & Responsibilities

The Office Specialist performs administrative work for the Business Training Center with minimal supervision; coordinates registration, builds and maintains class offerings in the College’s Student Systems, performs accounting functions, creates and maintains confidential files and databases, and provides courteous and professional customer service to internal and external customers.

Essential Duties

• Perform accounting functions for the Business Training Center including accounts payable/receivable, cost/revenue ratio determination, P‑Card purchases, bank deposits, cashiering duties, purchase requisitions, invoices, petty cash maintenance, and month‑end balancing.
• Record, maintain, and reconcile cash balances and expenses for restricted accounts.
• Prepare and maintain accurate monthly reports such as the Economic Impact Report and other ad‑hoc BTC related reports.
• Enter all BTC student registration information, process payments/refunds, third‑party contracts, rosters, grades, certificates, and related data.
• Build and maintain Class IDs/CRNs for BTC class offerings in the College’s student database systems.
• Create instructor contracts, calculate compensation and payroll docks, and work with Human Resources and Payroll to ensure timely submission and resolution of pay issues.
• Create, maintain, and organize confidential files, records, and mailing lists for the department and update internal data as required.
• Maintain the retention and disposal processes for records management.
• Process enrollment verification requests, certificates, and grade reports after receiving appropriate paperwork.
• Prepare and maintain training grant paperwork, electronically submit required reports to DCEO.
• Assist in organizing graduation ceremonies for BTC programs with the Director of BTC (e.g., scheduling locations, notifications, related materials).

Other Duties

• Maintain department‑related marketing materials, edit and update as needed.
• Collaborate with Professional and Continuing Education on internal processes to comply with ICCB.
• Assist with ordering and organizing office/class supplies and materials.
• Assist with departmental scheduling, shipping, and receiving of goods and equipment; coordinate delivery to BTC.
• Assist staff/instructors with handouts, create specialty items for training, and maintain originals.
• Assist with developing policies and procedures for the Business Training Center.
• Perform other job‑related duties as required.

Overall Accountabilities

• Demonstrate Black Hawk College core values.
• Take initiative to complete tasks accurately, efficiently, and timely.
• Maintain working knowledge of job‑related software, applications, and programs.
• Maintain confidentiality of information and records.

Principal Working Relationships

• Work directly and cooperatively with the Manager for Grant and Restricted Fund Accounting, Director of the Business Training Center, BTC faculty and staff, clients/visitors/vendors of BTC, and Professional and Continuing Education.
• Work cooperatively with Finance, Human Resources, Payroll, and Planning & Institutional Effectiveness.
• Work cooperatively with a diverse public and all other College employees.

Education and Experience

• Associate’s degree or at least 40 college credit hours completed with the anticipated date of completion within 36 months of hire (preferred). Major in accounting, finance, and/or business preferred.
• Minimum of one year experience performing accounting functions in a business office setting preferred.
• Proficiency in Microsoft Word and Excel required. Proficiency with Microsoft Access and PowerPoint preferred.
• Previous experience working with a diverse public required.
• Excellent communication skills required.
• Attention to detail and problem‑solving skills required.
• Ability to multi‑task and prioritize projects required.
• Ability to learn and effectively use the College’s system databases required.
• Ability to maintain confidentiality of information and records required.
• Ability to perform accurate data entry required.
• Driver’s License required.

Physical Demands

Standing 20%, Sitting 50%, Bending 15%, Reaching 15%. Frequently lift up to 40 lbs.

Supplemental Information

Black Hawk College does not sponsor employment visas.