Assistant Admin II - Adult Education & Employment Division

Position Specific Duties & Responsibilities

• Provide administrative support to leadership team.
• Prepare and proof correspondence, reports, manuals, and other documents; recommend edits for clarity and accuracy.
• Perform data entry and manage databases; create forms, tables, and spreadsheets.
• Maintain organized files, program materials, and new employee binders.
• Register staff for conferences and coordinate travel and lodging as needed.
• Identify and communicate workflow or operational issues to leadership to improve efficiency and customer service.
• Maintain and update telephone directories and reference materials.
• Maintain knowledge of agency and community services.
• Ensure a safe and secure work environment; report safety, compliance, and policy concerns.
• Manage petty cash, change reserves, and agency charge cards in accordance with policy.
• Maintain inventory and manage office supply procurement.
• Purchase and manage distribution of incentives (e.g., gift cards, bus passes).
• Review invoices (e.g., translation services) for accuracy and obtain approvals.
• Ensure compliance with safety and operational policies.

Qualifications

• Education: Must be a high school graduate or have HS equivalent.
• Experience: 1 + years of administrative experience, particularly in education or healthcare environments.
• Performance Competencies: Communication, Decision Making, Engagement, Initiative and Accountability, Interpersonal, Learning, Organizational Alignment, Quality of Work.
• Knowledge/Skills/Abilities: Adjust to changing priorities, unexpected situations, and new challenges while remaining productive and effective; establish and maintain professional relationships with students, clients, families, caregivers, colleagues, and community partners; work independently with limited supervision and produce results in a timely, accurate and meaningful manner; work effectively with others is important for successful multidisciplinary teamwork; efficiently and effectively manage multiple tasks, projects, and responsibilities concurrently; consistently review and verify information for accuracy, detect errors, and take steps to correct them; use tools, systems, and processes to streamline workflows, keep track of essential information, and consistently meet deadlines; must be able to demonstrate basic proficiency with Microsoft office software.
• Certifications/Licenses: Must possess a valid Driver License and satisfactory driving record and use personal automobile to travel to locations other than primary office. Proof of automobile insurance required.