Adminstrative Assistant Salina Adult Education Center

The job of Administrative Assistant - SAEC is done for the purpose/s of providing administrative support to the adult education administrator and program staff; maintaining department records; compiling and distributing a wide variety of materials and reports; managing front line communication, and monitoring a variety of department activities.

This job reports to Director - Salina Adult Education Center

Essential Functions

• Compiles data from a variety of sources for the purpose of complying with department, financial, legal and/or

administrative requirements.

• Composes documents (e.g. standardized correspondence, purchase orders, etc.) for the purpose of documenting events,

providing and/or requesting information.

• Enters data in various databases (e.g. KBOR and specific program tracking databases) for the

purpose of providing accurate and detailed information on behalf of Salina Adult Education Center for local, state and national data purposes, funding, etc.

• Evaluates situations (e.g. involving staff, students, parents, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.

• Maintains documents, files and records (manual and computer) (e.g. probation reports, Kancare information, grant eligibility, IEPs, etc.) for the purpose of providing an up-to-date reference and audit trail.

• Monitors assigned department/program activities for the purpose of ensuring completion in compliance with established

financial, legal and/or administrative requirements.

• Prepares written materials (e.g. reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.

• Processes documents and materials for the purpose of disseminating information to appropriate parties.

• Researches discrepancies of attendance information and/or documentation for the purpose of ensuring accuracy of attendance data.

• Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for

the purpose of providing information, facilitating communication among parties and/or providing direction.

• Serves often as the first contact with adult education staff and services, understanding that first impression supports if an adult student moves forward with services at SAEC.

• Protects student confidentiality for the purpose of for the purpose of maintaining program compliance with department,

district and KBOR policy.

• Participates in various meetings and community events as assigned by the director for the purpose of receiving and/or providing information.

• Participates in various initiatives to improve instructional and programmatic environment for students as deemed appropriate and worthy by the Director.

• Functions as a Pearson VUE testing proctor when deemed necessary and handles weekly Pearson VUE administrative duties.

• Maintains inventories of supplies and materials for the purpose of ensuring items' availability.

• Assists Director and SAEC staff with other duties and activities as assigned.

Other Functions

• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.

• Attends staff development and advisory board meetings for the purpose of gaining knowledge and growth as well as sharing particular information as requested.

Job Requirements: Skills, Knowledge and Abilities (Minimum Qualifications)
Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment
including pertinent software applications; and preparing and maintaining accurate records.

Specific knowledge required to satisfactorily perform the functions of the job includes: concepts of grammar and
punctuation; communicating with diverse groups; maintaining confidentiality; problem solving, and working as part of a team.

Technical skills including working knowledge of computers. Must be able to operate computers, telephone systems, and other office and classroom equipment. Knowledge of Microsoft Office Suite including Excel critical.

Office and administrative assistant experience preferred.

Associate’s Degree Required

Bi-lingual helpful but not required

Testing Certificates & Licenses
Approved GED Alternate Examiner by Pearson VUE

Continuing Educ. / Training
Criminal Justice Background Investigation
TB Screening
Personal and professional development opportunities selected with SAEC staff annually.

Clearances

FLSA Status
Exempt Non Scheduled

Hours
12 month position
40 hours/week

Salary Grade
Classified Range 18 ($18.04 – $19.15)
Commensurate with experience and education.