TrainND Administrative Assistant

Salary: $33,350-$35,900 annual salary

Status: Full-time, Non-Exempt, 12-month position

Hours of Work: 8:00 am-5:00 pm Monday to Friday; some weekend, early morning, and evening hours will be required.

Reports to: TrainND Northwest Office Manager

Summary

The Administrative Assistant at TrainND Northwest is primarily responsible for greeting and directing customers, checking students into classes, responding to general inquiries, and processing training registrations and payments. This position is charged with collecting and maintaining student and company data and records across multiple learning management systems. The position may also be responsible for preparing class paperwork, producing training cards and certificates, maintaining, filing, and retrieving records. Other duties include general office and administrative tasks for all TrainND Northwest team members as required.

Responsibilities

• Greet customers entering facility, answers inquiries, and direct them to the appropriate personnel.
• Operate telephone system: provide information about TrainND Northwest services to customers, enroll students in classes, return messages, screen and forward calls as appropriate, take messages, etc.
• Collect, update, and review student and company data to ensure accurate records are maintained and entered in a timely manner.
• Prepare registration forms, sign in sheets, evaluations, and handouts for classes.
• Assist with coordination, preparation of classrooms, data entry, registrations, and general office duties for training classes as required.
• Create class completion cards and certificates.
• Enter company account information and student/company payments.
• Assist Operations Manager with Conference Services events.
• Attend to workforce training classes and events hosted out of regular business hours.
• Perform other duties as required or assigned.

Knowledge, Skills, and Abilities:

• Ability to work efficiently and multi-task in a fast-paced environment

• Ability to respond promptly to requests and prioritize tasks
• Customer service oriented
• Ability to operate general office equipment to include fax machine, copy machine, digital camera, lamination machine, etc.
• General knowledge in computers, data entry, and database management
• Ability to learn new software applications
• Working knowledge of the following computer programs: Microsoft Word, Outlook, PowerPoint, Publisher, Teams, and Internet Explorer
• Extensive experience and knowledge working with Microsoft Excel spreadsheets: entering formulas, data manipulation, spreadsheet management
• Excellent interpersonal, written, and oral communication skills
• Good organizational skills and attentive to detail
• Enjoy and thrive in a friendly, highly visible, and active working environment

Minimum Requirements:

• High School diploma or G.E.D.

Preferred Qualifications:

• Associate’s Degree
• 2 years of experience in an office environment

APPLICATION CLOSE DATE: May 21, 2023

APPLICATION INSTRUCTIONS: Fill out the WSC employment application, include a cover letter, resume, copy of college transcriptions and information for three professional references. For questions, contact HR Director, Williston State College, 1410 University Avenue, Williston, ND 58801 or email to sandra.lillehaugen@ndus.edu. (Note: Incomplete applications will NOT be considered.)

CONFIDENTIALITY OF APPLICATION MATERIALS: Pursuant to NDCC 44-04-18.27, applications and any records related to the applications that identify an applicant are confidential, except records related to the finalists of the position, which are open to the public after the search committee has identified the top three finalists.

EO/AA STATEMENT: Williston State College is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, or veteran status.

VETERAN’S PREFERENCE NOTICE: Williston State College will be hiring one (1) applicant for this position and will interview the top three (3) candidates. North Dakota Veterans claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility includes a DD-214 and if claiming disabled status, a current letter of disability from the VA dated within the last 12 months.

NO SMOKING NOTICE: As an employer, the State of North Dakota prohibits smoking in all places of state employment in accordance with N.D.C.C. § 23-12-10.