Part-Time Office Assistant, Police Academy

Rowan College of South Jersey; Mantua Township (NJ); On-site; USD 21,000 - 28,000; Part time

Job summary

Rowan College of South Jersey in Mantua Township, NJ is seeking an Office Assistant to support the Police Academy with registrations, reception, and clerical tasks. This is a part-time role, approximately 25 hours per week, requiring discretion with confidential records.

You will assist with data entry in a MS Access-based system, prepare certificates, and maintain class rosters. Proficiency in MS Office and strong communication are essential.

Qualifications

• High school diploma or GED required; Associate degree preferred.
• Valid driver’s license in good standing required.
• Ability to utilize computers and the internet.
• Excellent computer skills, including Microsoft Office applications (Word, Publisher, Outlook, Excel).
• Ability to learn Acadis software and use it effectively.

Responsibilities

• Serve as front-line receptionist for students, staff, and instructors.
• Handle student registrations and data entry into the MS Access-based program; prepare mailings and confirmations.
• Prepare sign-in sheets, name tags, class lists, and related materials for classes.
• Maintain recruit and in-service class rosters and records with confidentiality.
• Assist with filing, scanning, and distribution of certificates and paperwork.
• Support graduation activities and communications as needed.
• Perform other related duties to support the Police Academy.

Skills

Customer service

Data entry

Microsoft Office

Confidentiality

Communication

Education

Associate degree preferred

Tools

Acadis software

MS Access

Job description

The Office Assistant provides administrative and clerical support to the Police Academy. Responsibilities include, but are not limited to, student registration, reception and customer service, document preparation and distribution, filing, scanning, data entry, typing certificates, and maintaining class rosters and records. The Office Assistant will have access to the confidential records for law enforcement personnel throughout the State of New Jersey. As such, the incumbent must demonstrate professionalism, discretion, and the ability to maintain the highest level of confidentiality and security in handling sensitive information. This is a part-time position, working 25 hours per week.

Examples of Duties

• Performs as a front-line receptionist at all times when working. This includes fielding all phone calls, waiting on customers at the window, and providing assistance to instructors and walk-in students.
• Coordination of the registration process, including data entry of all registrations in a Microsoft Access-based program, and preparation and mailing of all confirmations.
• Preparing sign-in sheets, name tags, door signs, class lists, and books for in-service classes.
• Researching officer records in Acadis, the statewide law enforcement records program.
• Coordinator/Facilitator for the annual purging of files as per the NJ Division of Archives & Records Management policy.
• Recording of registration cancellations.
• Filing of all in-service class registration forms
• Maintaining all recruit class attendance records
• Mailing of all correspondence, certificates, and invoices
• Sending forms and paperwork via interoffice as required
• Scanning documents as needed.
• Typing and mailing of in-service class certificates as needed
• Assembly of folders for all graduates, which include important information such as transcripts and certificates
• Assembling various types of notebooks for classes
• Filing all paperwork for the Basic class
• Creation and file maintenance of all types, including, but not limited to, in-service class files, Basic and SLEO II files, and Instructor files
• Packing away files at appropriate times
• Classroom set-up for in-service and Basic Training Classes
• Assisting at graduation ceremonies twice annually, handing out award plaques and other duties as assigned
• Proofreading catalogs, letters, and other related documents
• Preparation of Scantron test answer keys
• Data Entry of recruit test scores in an MS Access-based program
• Performs other related duties as assigned.

Minimum Qualifications

• High school diploma or GED required; Associate degree preferred, plus advanced training in office procedures and/or secretarial science
• Valid driver's license in good standing required.
• Ability to utilize computers and the internet
• Excellent computer skills, including proficiency in all Microsoft Office applications, including but not limited to Word, Publisher, Outlook, and Excel.
• Ability to learn and effectively use new software applications; training will be provided for the Acadis software.
• Strong interpersonal skills and the ability to maintain a high degree of confidentiality, along with the skill to work independently after the training period
• Possess the ability to work well and communicate effectively with prospective and current students, staff, faculty, administration, and colleagues and community partners

Supplemental Information

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical activity of the position:

• Standing
• Walking
• Talking
• Hearing
• Repetitive motion of the wrists, hands, and/or fingers, such as picking, pinching, typing

Physical requirements of the position:

• Light work- exerting up to 20 pounds of force occasionally and/or 10 pounds of force frequently

Visual acuity requirements of the position:

• The worker is required to have close visual acuity

Workplace conditions of the position:

• The worker is not substantially exposed to adverse environmental conditions.

Affirmative Action/Equal Opportunity Employer

As a New Jersey First Act Employer, new employees must establish a primary residence in New Jersey within one year unless an exemption applies.