Job Description

Position Description

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DEFINITION:

The Commission Program Compliance Specialist supports the Senior Program Director, Public Safety / Law Enforcement and Criminal Justice to ensure compliance with all program regulations as defined by the North Carolina Criminal Justice Training and Standards Commission and the North Carolina Sheriff's Education and Training Standards Commission. This position also ensures adherence to internal Cape Fear Community College and North Carolina Community College System policies and procedures.

SUPERVISION RECEIVED AND EXERCISED:

Receives general supervision from the Senior Program Director, Public Safety / Law Enforcement, Criminal Justice. Provides no direct supervision, but does provide technical direction to others in the program.

Duties & Responsibilities (Essential Functions)

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ESSENTIAL AND OTHER IMPORTANT FUNCTIONS STATEMENTS:

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

Works with leaders in the Public Safety Division of Cape Fear Community College to identify and mitigate potential risk by preparing audit reports. Regularly corresponds and interfaces with external agencies including accreditation bodies to ensure compliance with regulatory requirements. Creates and manages complex filing systems and a variety of confidential files and records such as payroll, budget and material related to Criminal Justice Commission Programs. Creates and manages files and records as necessary using judgment and knowledge of office requirements, updating files and records and retrieving and storing files as needed. Ensures security and maintenance of confidential materials, information and professional files. Provide requested information for operational and technical reports by researching files and records, recording, retrieving data,

compiling data/statistics and organizing and presenting information in a professional format, which may include tables, charts and graphs.Verify and review required documents for completeness and conformance with established regulations and procedures. Assure completion of all reports to be sent to the appropriate state agencies and community college staff in a timely manner to comply with internal audit
guidelines.Provides technical assistance and support to staff, which includes, purchase orders, e-procurement, and travel authorizations and reimbursements. Enters, verifies, and updates student information into the Colleague student system and assists registering students for courses. Verifies and manages student data including, but not limited to, hours and total class hours, end of course grading, discount codes, membership requirements specified in the College's Accountability and Credibility Plan, and performs background checks.

Other Important Functions:

Manages and monitors complex workflows to ensure timely and accurate processing and efficiency. Schedules and administers required reading examinations for commission courses. Manages the records room by overseeing the lifecycle of physical and digital records, ensuring they are organized, accessible, and compliant with regulations. Prepares instructor contracts, contract amendments and changes, and performs monthly reconciliation of payroll records. Reviews, creates, and updates course copies for classes and instructors. Ensure the adherence to safe and appropriate work practices and procedures. Maintain, order and inventory office supplies and equipment. Coordinate with campus bookstore to sell books for continuing education classes. Perform related duties and responsibilities as required by code.

Qualifications

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QUALIFICATIONS:

Knowledge of:

Pertinent Federal, State, and local laws, codes and regulations. Principles and procedures of record keeping, basic accounting, financial recordkeeping and reporting. Basic principles of business letter and memorandum writing and report preparation. English usage, spelling, grammar and punctuation. Modern office methods and procedures as it applies to Excel, including proficiency in pivot tables, advanced formula functions (like VLOOKUP, INDEXMATCH, IFS), data validation, conditional formatting, etc. Advanced computer skills including MS Office and Google Drive, techniques and programs.

Ability To:

Interpret and apply CFCC goals, objectives, policies, procedures, rules, and regulations. Interpret and apply Federal, State and local policies, procedures, laws and regulations. Analyze problems; identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. Perform normal duties with minimal supervision. Gain cooperation through discussion and persuasion. Demonstrate good organizational skills. Exhibit good interpersonal skills and works well with others. Maintain records accurately and be able to meet deadlines consistently in a fast-paced environment. Maintain the security of confidential matters. Participate in the researching, compiling, analyzing, interpreting and preparing a variety of fiscal,

statistical and administrative reports.Respond to inquiries and requests for information, providing excellent customer service skills
both externally and internally; communicate clearly and respectfully, both verbally and in
writing.Maintain effective audio-visual discrimination and perception needed for: + Making observations
+ Reading and writing
+ Communicating with others
+ Operating assigned equipment
+ Handling varied tasks simultaneously
Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following: + Standing or sitting for extended periods of time
+ Operating assigned equipment
+ Handling varied tasks simultaneously
+ Bending, stooping, climbing, or lifting up to 50 pounds
Maintain mental capacity, which allow the capability of: + Making sound decisions
+ Responding to questions
+ Demonstrating intellectual capabilities

EXPERIENCE AND TRAINING GUIDELINES:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Minimum Education/Training:

Associate degree, preferably in business or related field

Minimum Experience

At least three years' administrative experience in a business, community college or educational environment involving public contact with responsibilities requiring tact and confidentiality. Intermediate to advanced experience in Microsoft Office products and Google required.

Preferred Education/Training, Experience, Skills:

Experience in curriculum and/or continuing education student services. Ellucian Colleague experience preferred. Experience with the North Carolina Criminal Justice Training and Standards Commission and/or the North Carolina Sheriff's Education and Training Standards Commission. Experience in a related compliance role within higher education, law enforcement, or another highly regulated industry.

Supplemental Information

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Special Instructions to Applicants

This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.

Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If the highest level of education is a High School diploma or equivalent, proof of completion is required.

Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master's degree conferred by a regionally accredited college or university in the United States. To claim veterans' preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, to Human Resources during the application process. Human Resources will verify eligibility.
STATEMENT OF NON-DISCRIMINATION


Cape Fear Community College, its faculty and staff, and the Board of Trustees are fully committed to the principles and practice of equal employment and educational opportunities. The College does not discriminate against applicants, students, or employees in any programs and activities provided on the basis of race, color, national origin, sex (including pregnancy and sexual orientation), gender (including gender identity and status as a transgender or transsexual individual), disability, religion, age, genetic information, veteran status or any other protected status as required by Title IX of the Educational Amendments of 1972, Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964 and any other applicable statutes and CFCC policies.