Office Support Associate - Illinois Fire Service Institute

Office Support Associate - Illinois Fire Service Institute

Illinois Fire Service Institute

Position Summary:

This Office Support Associate position works closely with the Class Support team and visitors to IFSI. Duties include class scheduling, student registration, contract processing, and database maintenance, along with backup support for the statewide Cornerstone training program. The office assistant also serves as one of IFSI's receptionists, directing visitors and calls to the appropriate staff.

Impact in Your First Year

At IFSI, we value our employees and provide resources to help you continually learn and grow. We foster a strong, collaborative community of people who are driven by their ability to make a difference. We will work hard to train the right candidate for success regardless of experience.

Within 3 months, you’ll:

• Become familiar with the vision, mission and operations of IFSI
• Meet stakeholders and understand the roll of class support
• Be comfortable in knowing “who to ask”
  

Within 6 months, you’ll:

• Have a basic understanding of our enrollment application, “Sparkey”
• Understand course delivery from start to close-out
• Comfort in fielding and/or redirecting questions
• Have built cordial working relationships with peers
  

Within 9 months, you’ll:

• Be autonomous in routine daily tasks
• Be comfortable in understanding assigned work and asking questions
  

Within 12 months, you’ll:

• Be autonomous in most aspects of the job description
• Comfort in answering routine questions
• Understand roll within Class Support, and IFSI
•  Love your job

Duties and Responsibilities:

• Serve as administrative support to the Class Support team by completing general office duties such as keyboarding material for class proposals, contracts, and student records. Enter data into the IFSI database, maintaining data integrity across all transactions.
• Serve as backup support for the state-wide training program, Cornerstone, including student and Fire Department communications, instructor communications, course set-up and close out, and other related duties.
• With general supervision, assist with scheduling classes in the IFSI database including budget entry, student registrations, and process changes as they occur.
• Working with the team, act as a central receptionist for IFSI by directing visitors to appropriate personnel and site areas. Fielding phone calls from the direct IFSI phone line.
• Communicate with various state and national fire organizations, students, and IFSI staff regarding students’ certifications, written examinations, and continuing education hours.
• Check prerequisites for registered students to determine a student’s eligibility for attending a course. After the student’s eligibility has been determined, updating the student’s record to ensure the record is current.
• Generate fully executed class contracts by obtaining signatures and tracking contract progress and notifying class registrants of acceptance or waiting-list status.

Minimum Qualifications:

• High school diploma or equivalent.
• Any one or combination totaling eighteen (18) months from the categories below:
  • College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
    • 30 semester hours equals one (1) year (12 months)
    • Associate’s Degree (60 semester hours) equals eighteen months (18 months)
  • Work experience performing office/clerical activities, including the use of computer systems.

Knowledge, Skills, and Abilities:

1. Basic understanding of general office procedures and practices, with atten