Administrative Specialist - KEYS Program at Reading Area Community College in Reading, Pennsylvania

Job Description:

Application Instructions

Send a cover letter, resume and three (3) professional references from past supervisors, to resumes@racc.edu

Please indicate the job code KEYS-AS in the subject line of your email.

After sending in your documents, please fill out the online Job Applicant Identifier form. RACC is an equal opportunity employer. In compliance with government regulations we are required to record numbers of job applicants by sex and ethnic category. We ask that you indicate your race or national origin and sex, but you are not required to provide this information. This information will not be kept with your application and will be used only in accordance with state and federal regulations.

Background Check

If you are chosen for this position, a background check will be required. Full details regarding the background check are available here.

Job Details Title:Administrative Specialist - KEYS ProgramAnnounce date:07/25/2024Apply by date:08/08/2024Application status:Reviewing ApplicationsPosition type: Full-time Salary:$37,000 per year

Working Hours:

Working hours for this position consist of 37.5 hours per week (7.5 hour period, exclusive of a ½ hour or 1 hour lunch.) These hours to be agreed upon between the supervisor and employee at the onset of employment. NOTE: This position may require evening and weekend work on occasion. The employee has the option of working this time, in addition to, or in lieu of regular hours.

Summary:

Provide oversight of KEYS reception and provides administrative support to the students, staff and administration for implementing and reporting for the Keystone Education Yields Success (KEYS) Program. The KEYS program is a fast-paced environment and the ability to ensure that appointment deadlines for grant requirements and performance measures are met. KEYS provides intensive case management/student facilitation services to Temporary Assistance for Needy Families (TANF) and Supplemental Nutrition Assistance Program (SNAP) recipients while attending Reading Area Community College. This individual may deal with challenging situations and will need to respond in a professional and diplomatic manner. He or she will have access to confidential information and as such must possess a high level of confidentiality.

Essential Duties and Responsibilities:

1. Monitor the KEYS Program Main Office to ensure an environment that is student-centered and conducive to work. Provide customer service to at-risk students as initial point of contact in the KEYS Main Office to ensure that the students feel welcomed and able to ask questions. Assist students by providing general information about services offered and refers them to college and community resources as necessary. The ability to handle the occasional distressed student is also essential.


2. Prepare and monitor student attendance records by reading and understanding KEYS guidelines, including: calculations, creating attendance sheets based on student plan and activities. This includes performing time calculations including minutes to decimal conversion and addition on up to 1000 attendance records per month to be data entered.


3. Navigating, operating and executing work in the Commonwealth Workforce Development System (CWDS) including data-entry of attendance records, maintaining/updating student records, case noting and serves as a principal operator in systems Commonwealth Workforce Development System (CWDS)-database for the Department of Human Services and other databases used at RACC.


4. Assist KEYS program with Reverse Referrals, KEYS Orientation and Intake for students referred to KEYS by the County Assistance Office to RACC.


5. Assist students with the CareerLink, CWDS, COMPASS, MyPortal, Self-Service and any other student accessed programs.


6. Organize and maintain KEYS Program's confidential filing system that includes each KEYS student's identifying information, TANF/SNAP information, educational information, employment information, assessment information, supportive services/incentives received, program attendance records including medical documentation and other sensitive information.


7. Perform clerical duties as assigned including but not limited to keeping meeting minutes, scheduling appointments, giving information to callers, typing, word processing, database maintenance, spreadsheet maintenance, record keeping, proofreading, and filing.


8. Assist staff and students and completes payroll/employment paperwork for student workers.


9. Maintain central communications control with students, instructors, staff, etc. for KEYS Program.


10. Order supplies through proper RACC methods/procedures.


11. Learn new computer programs as required.


12. Assist program director and staff with updating and creating standard operating procedures.


13. Maintain responsibility for training, scheduling and delegating tasks to work-studies and other student employees.


14. Assist KEYS staff with the upkeep of the incentive program, SNAP FAP program and planning of events and necessary reports.


15. Perform other job-related duties as assigned.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Required:

High School Diploma with a minimum of three (3) years of administrative assistance experience in a fast-paced environment required OR Post-Secondary Certification or Associate's Degree with a minimum of one (1) year of administrative assistance experience.

Strong computer skills such as experience with online data management systems, video calling platforms and Microsoft proficiency is required including but not limited to, Teams, Word, Excel and Outlook. Subject to pre-employment testing

Ability to problem solve, adjust to change and find new ways to use technology to improve internal process and reduce paper forms

Preferred:

Experience working in an educational setting or Workforce Development Employment and Training Programs or other historically underserved populations

Experience with Commonwealth Workforce Development System (CWDS) and/or Collegue/Ellucian

Bilingual: English/Spanish

Computer Skills:

• Proficient with Microsoft Office Suite including Teams, Excel, Word and Outlook


• Familiar with teleconferencing software such as Zoom and Teams


• Proficient in the use of modern technology and comfortable with learning and utilizing new software tools and technologies

Other Skills and Abilities:

Strong customer service skills

Knowledge of college practices and functions

Ability to think critically and use good judgment

Excellent written and oral communication skills

Attention to details

Able to complete tasks with minimum direct supervision

Communication 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:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, to sit and to reach with hands and arms. The employee is occasionally required to walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

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