Administrative Specialist-KEYS Program
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we can use Responsibilities, Qualifications, Pay, Schedule. Ensure we don't create empty sections.
We need to preserve all substantive information, not invent or summarize away detail. Use - for any list of duties/requirements/benefits, and
for prose.
We need to extract duties list from the long responsibilities paragraph. It's a big block with many duties separated by periods. We should turn each duty into a list item. Must preserve all details. Let's parse responsibilities section:
From text after "Summary:"? Actually there is "Summary: Responsibilities Provide administrative support..." then "Essential Duties and Responsibilities:" then a list of duties each starting with a verb. We'll extract each duty as separate
- . Need to keep the details.
Let's copy the duties:
- Monitor the KEYS Program Main Office to maintain a student-centered environment conducive to productivity.
- Serve as the initial point of contact for students, providing welcoming, high-quality customer service and fostering an atmosphere where students feel comfortable asking questions.
- Responsible for training, scheduling and delegating tasks to work-studies and other student employees.
- Serve as a critical member of the KEYS program team and execute all position responsibilities outlined in program checklists, processes and procedures. Additionally, serve as a key member of program monitoring and technical assistance visit team by ensuring all required documentation, signatures and verifications are available and uploaded from the student file for the annual visit and on-demand as requested by DHS BEP.
- Responsible for managing KEYS program Student Reverse Referrals, submission of the Reverse Referrals to the CAO for eligibility evaluation, initial contact and communications with new referrals.
- Conduct key components of the KEYS Orientation and Intake process for students referred to KEYS by the County Assistance Office to RACC, ensuring clear explanation of program requirements and expectations.
- Responsible for managing and maintaining the program scheduling system for student orientation, intake assessment, required monthly meetings and follow-up meetings for 8 or more staff.
- Assist students by providing general information about services offered and refer them to college and community resources as necessary.
- Handle the occasional distressed student effectively and professionally.
- Assist students with accessing and effectively utilizing systems such as the CareerLink, CWDS, COMPASS, MyPortal, Self-Service and any other student-facing platforms.
- Provide guidance to ensure students can navigate these tools independently and efficiently.
- Operate and safeguard the KEYS program’s incentive and financial assistance process, including securing and maintaining gift card inventory, distributing gift cards in compliance with policy, tracking of issuances in multiple databases and ensuring Participant Distributions are correctly and timely, narrated, opened and closed in CWDS.
- Study the KEYS Manual and KEYS Manual Trainings at least annually. Complete required trainings and sign acknowledgements for confidentiality, Limited English Proficiency (LEP), and non-discrimination annually.
- Attend DHS, CAO and RACC staff development trainings, meetings, other trainings as requested, and conferences to increase knowledge of proper program procedures and new State and Federal developments, as staffing and funding permits.
- Access and utilize the KEYS Provider Resource Website to understand policy as it relates to position responsibilities, to find answers to BEP policy and procedures issues and implement resources such as checklists, policy flows and flowcharts provided by BEP.
- Assist program director and staff with updating and creating standard operating procedures.
- Prepare and monitor student attendance records by reading and understanding KEYS guidelines, including interpreting policies, performing required calculations, and creating attendance sheets based on student plan and activities. Accurately perform time calculations including class and study time calculations for all different class modalities, minutes to decimal conversion and addition on up to 1000 attendance records per month to be data entered.
- Navigate, operate and execute work in the Commonwealth Workforce Development System (CWDS) including data-entry of attendance records, maintaining/updating student records, case noting and serve as a principal operator in the Commonwealth Workforce Development System (CWDS) database for the Department of Human Services and other databases used at RACC. CWDS’s interoperable program Client Information System (eCIS) will be used to access and retrieve information on KEYS students relevant to their enrollment and program compliance.
- Regularly run reports to identify discrepancies or errors within the KEYS program dataset. Act as the primary liaison with the BEP CWDS help desk to report and resolve technical data issues. Maintain detailed log of all requested and completed data fixes to ensure an audit trail for the program and ensure required monthly submission to the state BEP office.
- Learn new computer programs as required.
- Organize and maintain the KEYS Program’s confidential filing system, ensure accurate and secure documentation of student records. Files include student’s identifying information, TANF/SNAP status, educational and employment details, assessment data, supportive services/incentives received, program attendance records, medical documentation and other sensitive information, in compliance with privacy and confidentiality standards.
- Perform a variety of clerical and administrative duties as assigned, including but not limited to scheduling and inviting staff to internal and external team meetings, keeping meeting minutes, scheduling appointments, providing information to callers, typing, word processing, database and spreadsheet maintenance, recordkeeping, proofreading, and filing. Maintain inventory and ordering of instructional and non-instructions supplies and equipment through proper RACC methods/procedures.
- Assist KEYS Student Facilitators with Special Allowance (SPAL), TANF Incentive and SNAP FAP form completions and submissions to CAO and Director.
- Assist staff and students with employment process, including completing payroll/employment paperwork for student workers.
- Perform other job-related duties as assigned.
Also there is "Supervisory Responsibilities: This Job Has No Supervisory Responsibilities." Could be included as a note but not a duty; maybe we can include as a paragraph under Responsibilities? But it's not a duty; we could include as a
after list: "This position has no supervisory responsibilities."
Now Qualifications section: includes Education and/or Experience, Skills, Mathematical Skills, Reasoning Ability, Preferred, Computer Skills, Other Skills and Abilities, Communication Skills, Physical Demands, Work Environment. We need to preserve all substantive info. We'll break into
- for list items where appropriate. Some are paragraphs.
We need to avoid boilerplate like "Reasonable accommodations may be made..." but that's part of qualifications; it's substantive? It's a standard statement but we might keep? The instruction says remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. The "Reasonable accommodations may be made..." is not exactly EEO but it's a standard ADA statement; might be considered boilerplate? It's not explicitly listed but could be considered generic. However it's part of the qualifications description; but to be safe, we might keep it as it's substantive about accommodations. However it's repeated multiple times; maybe we can keep one instance.
We'll include Education and/or Experience as list items? It's a paragraph with options. We'll keep as
.
Skills: list of abilities.
Mathematical Skills: paragraph.
Reasoning Ability: paragraph.
Preferred: list.
Computer Skills: list.
Other Skills and Abilities: list.
Communication Skills: list (two items).
Physical Demands: paragraph.
Work Environment: paragraph.
Pay: Salary $40,000. Also maybe mention full-time. We'll put in
.
Schedule: Working hours description. We'll put in
.
We must not include sections like Benefits if not present.
Now produce HTML fragment.
Let's craft:
Responsibilities
- ... each duty
This position has no supervisory responsibilities.
Qualifications
Education and/or Experience: Required: High School Diploma with a minimum of five (5) years of administrative assistance experience in a fast-paced environment required OR Associate’s Degree with a minimum of 3 years of administrative assistance experience Or a bachelor’s plus one (1) year of administrative, business or similar experience.
Skills: Ability to read and comprehend simple instructions, short correspondences, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the College.
Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals especially when converting and adding time. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability: High School Diploma with a minimum of five (5) years of administrative assistance experience in a fast-paced environment required OR Associate’s Degree with a minimum of 3 years of administrative assistance experience Or a bachelor’s plus one (1) year of administrative, business or similar experience. Must possess advanced computer skills and be highly proficient in online data management systems, video calling platforms and Microsoft Office is required including but not limited to, Teams, Word, Excel, Powerpoint and Outlook. Ability to problem-solve, adjust to change and find new ways to use technology to improve internal process and increase efficiency. Strong student support and/or customer service experience
Wait that duplicates education. Actually Reasoning Ability section in original: "Reasoning Ability: High School Diploma with a minimum of five (5) years of administrative assistance experience in a fast-paced environment required OR Associate’s Degree with a minimum of 3 years of administrative assistance experience Or a bachelor’s plus one (1) year of administrative, business or similar experience.Must possess advanced computer skills and be highly proficient in online data management systems, video calling platforms and Microsoft Office is required including but not limited to,Teams, Word, Excel, Powerpoint and Outlook.Ability to problem-solve, adjust to change and find new ways to use technology to improve internal process and increase efficiency.Strong student support and/or customer service experiencePreferred:..." So it's a mix. We'll keep as given.
But we might split into separate for each bullet.
Better to follow original structure: after Education and/or Experience, there is "Skills Ability..." then "Mathematical Skills:" then "Reasoning Ability:" then "Preferred:" then "Computer Skills:" then "Other Skills and Abilities:" then "Communication Skills:" then "Physical Demands" then "Work Environment".
We'll create
for each.
Let's extract each block precisely.
From text:
"Education and/or Experience:Required: Skills Ability to read and comprehend simple instructions, short correspondences, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the College.Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals especially when converting and adding time. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.Reasoning Ability: High School Diploma with a minimum of five (5) years of administrative assistance experience in a fast-paced environment required OR Associate’s Degree with a minimum of 3 years of administrative assistance experience Or a bachelor’s plus one (1) year of administrative, business or similar experience.Must possess advanced computer
for prose. We need to extract duties list from the long responsibilities paragraph. It's a big block with many duties separated by periods. We should turn each duty into a list item. Must preserve all details. Let's parse responsibilities section: From text after "Summary:"? Actually there is "Summary: Responsibilities Provide administrative support..." then "Essential Duties and Responsibilities:" then a list of duties each starting with a verb. We'll extract each duty as separate
after list: "This position has no supervisory responsibilities." Now Qualifications section: includes Education and/or Experience, Skills, Mathematical Skills, Reasoning Ability, Preferred, Computer Skills, Other Skills and Abilities, Communication Skills, Physical Demands, Work Environment. We need to preserve all substantive info. We'll break into
- for list items where appropriate. Some are paragraphs.
We need to avoid boilerplate like "Reasonable accommodations may be made..." but that's part of qualifications; it's substantive? It's a standard statement but we might keep? The instruction says remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. The "Reasonable accommodations may be made..." is not exactly EEO but it's a standard ADA statement; might be considered boilerplate? It's not explicitly listed but could be considered generic. However it's part of the qualifications description; but to be safe, we might keep it as it's substantive about accommodations. However it's repeated multiple times; maybe we can keep one instance.
We'll include Education and/or Experience as list items? It's a paragraph with options. We'll keep as
. Skills: list of abilities. Mathematical Skills: paragraph. Reasoning Ability: paragraph. Preferred: list. Computer Skills: list. Other Skills and Abilities: list. Communication Skills: list (two items). Physical Demands: paragraph. Work Environment: paragraph. Pay: Salary $40,000. Also maybe mention full-time. We'll put in
. Schedule: Working hours description. We'll put in
. We must not include sections like Benefits if not present. Now produce HTML fragment. Let's craft:
Responsibilities
- ... each duty
This position has no supervisory responsibilities.
Qualifications
Education and/or Experience: Required: High School Diploma with a minimum of five (5) years of administrative assistance experience in a fast-paced environment required OR Associate’s Degree with a minimum of 3 years of administrative assistance experience Or a bachelor’s plus one (1) year of administrative, business or similar experience.
Skills: Ability to read and comprehend simple instructions, short correspondences, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the College.
Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals especially when converting and adding time. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability: High School Diploma with a minimum of five (5) years of administrative assistance experience in a fast-paced environment required OR Associate’s Degree with a minimum of 3 years of administrative assistance experience Or a bachelor’s plus one (1) year of administrative, business or similar experience. Must possess advanced computer skills and be highly proficient in online data management systems, video calling platforms and Microsoft Office is required including but not limited to, Teams, Word, Excel, Powerpoint and Outlook. Ability to problem-solve, adjust to change and find new ways to use technology to improve internal process and increase efficiency. Strong student support and/or customer service experience
Wait that duplicates education. Actually Reasoning Ability section in original: "Reasoning Ability: High School Diploma with a minimum of five (5) years of administrative assistance experience in a fast-paced environment required OR Associate’s Degree with a minimum of 3 years of administrative assistance experience Or a bachelor’s plus one (1) year of administrative, business or similar experience.Must possess advanced computer skills and be highly proficient in online data management systems, video calling platforms and Microsoft Office is required including but not limited to,Teams, Word, Excel, Powerpoint and Outlook.Ability to problem-solve, adjust to change and find new ways to use technology to improve internal process and increase efficiency.Strong student support and/or customer service experiencePreferred:..." So it's a mix. We'll keep as given. But we might split into separatefor each bullet. Better to follow original structure: after Education and/or Experience, there is "Skills Ability..." then "Mathematical Skills:" then "Reasoning Ability:" then "Preferred:" then "Computer Skills:" then "Other Skills and Abilities:" then "Communication Skills:" then "Physical Demands" then "Work Environment". We'll create
for each. Let's extract each block precisely. From text: "Education and/or Experience:Required: Skills Ability to read and comprehend simple instructions, short correspondences, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the College.Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals especially when converting and adding time. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.Reasoning Ability: High School Diploma with a minimum of five (5) years of administrative assistance experience in a fast-paced environment required OR Associate’s Degree with a minimum of 3 years of administrative assistance experience Or a bachelor’s plus one (1) year of administrative, business or similar experience.Must possess advanced computer