Administrative Assistant - Part-Time

JOB TITLE: Administrative Assistant – Part-Time

JOB ASSIGNMENT: Adult Education

JOB DEFINITION: The administrative assistant performs all necessary activities and duties assigned by the Director and Assistant Director of Vocational Education.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Duties of this position include, but are not limited to:

1. Receives incoming information on potential students.
2. Provides information to prospective and participating students.
3. Assists in Technology Centers publication development, open house activities, awards ceremonies, student of the month, college and career fairs, industry trade show, coordinates facility usage, and other related activities.
4. Assists administration, guidance and cooperative education office with updating and maintaining student data and profiles.
5. Assists with typing, editing and transmitting materials, letters, documents, reports and other associated activities developed and approved by supervisor.
6. Enters, maintains and retrieves critical information and data for administration, guidance and cooperative education office.
7. Performs copy, postage and switchboard duties as assigned.
8. Assists other secretaries in completing overflow tasks or coverage.
9. Other secretarial tasks as assigned.

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:

1. High School Diploma or Equivalent

2. Must be detail-oriented with solid project management skills, strong communication skills, able to work effectively with staff and interact positively with representatives from the community, proficient typing skills, computer experience and knowledge of Microsoft Office (MS Word, Excel, Access).

ADDITIONAL ELIGIBILITY QUALIFICATIONS:

1. Current, approved Act 34 (PA State Police), Act 151 (PA Child Abuse Registry) and Act 114-FBI Fingerprint clearances are required and must be renewed at appropriate, specific intervals pursuant to Act 153 of 2014 (revised Act 15 of 2015).

2. Current, approved Act 126 Mandated Reporter Training certificate showing completion of a minimum of three (3) hours of training every five (5) years.

PHYSICAL REQUIREMENTS:

1. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

2. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

3. This is an active position requiring the ability to stoop, kneel, crouch, crawl, reach, stand, walk, and have the ability to lift and/or move objects up to 50 lbs.; verbal and hearing skills to effectively communicate; visual acuity to oversee projects, and make observations. Work is done mainly indoors but could include outside tasks.

TIME AND SITE REQUIREMENTS:

1. This is a part-time position based on 25 hours per week and a 12-month work schedule. This includes sick, and personal time off. The specific work hours, daily schedule, and work year shall align with those established for the employee’s representative group as outlined in the applicable agreement or administrative guidelines. Adjustments to the work schedule may occasionally be required to meet program or organizational needs. Attendance at work is a requirement of this position; any and all absences must be approved by the immediate supervisor. Evening and weekend hours may be required on occasion.

2. Must have transportation to work locations.

STC PROPERTY AND CONFIDENTIALITY REQUIREMENTS:

1. All property, including intellectual property, materials, equipment or actual products and services developed or accrued as part of the job duties and responsibilities listed above, is the property of IU29. It may not be used for personal profit or gain and will be relinquished to IU29 upon termination of employment from IU29.

2. The person employed in this position shall maintain confidentiality regarding the personal and private information about clients and coworkers, programs and services, and any other proprietary information accrued as a result of IU29 employment or as required by state or federal laws and regulations.

3. The position holder must be able to perform the essential job functions with or without reasonable accommodation. It is the responsibility of the employee to inform their supervisor and Human Resources of all reasonable accommodations that will be required.