Executive Assistant – Adult Ed & Alternative Instruction

Summary

The Executive Assistant for Adult Education and Alternative Instruction provides support for the Adult Education Family Literacy Program staff. The Executive Assistant provides clerical support, maintains administrative and student files, enters program data, and provides a wide array of professional clerical duties that include, but are not limited to, note taking, record keeping, copying, scheduling, tracking, form creation, and other duties as assigned. The Executive Assistant assists the Adult Education/ Alternative High School Manager in the creation and submission of grant reporting and communication. The employee is required to use basic math to process data related to departmental work. Regular and punctual attendance is required. Work hours are Monday – Friday 7:45 a.m. – 4:15 p.m.

Essential Duties and Responsibilities

  • Screens incoming calls and correspondence and responds independently when possible.
  • The employee is required to communicate with incoming callers, giving appropriate responses in a well-modulated voice and understandable English.
  • Composes and prepares correspondence, reports, and other complex documents.
  • Uses personal computer, scanner, computer printer, and software, including spreadsheets, word processing, graphics, and network applications.
  • Enters data and generates reports through the adult education database DASI.
  • Completes data entry for bridge/transition programs.
  • Enters data in Colleague for state and federal grants.
  • Assist adult education Program Manager with clerical tasks as needed.
  • Prepares reports for accounts payable.
  • Uses basic math skills to collect, tabulate, compute, processes and prepares data relating to department work. The employee is required to use basic math to process data related to departmental work.
  • Assists with coordinating programs, events, or conferences by securing facilities, caterer, invitations, certificates, and programs.
  • Organizes and maintains file system, and files correspondence and other records as needed.
  • Enters and tracks expenses for grants and institution budgets.
  • Maintain inventory reports for purchases and classroom materials.
  • Rotation and archival of files, disposal of outdated documents after seven (7) years.
  • Assists with arranging meetings, preparing agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
  • Prepares Adult Education Staff In-Service packets.
  • Prepares outgoing mail and correspondence, including e-mail and faxes.
  • Makes copies of correspondence or other printed materials.
  • Regular and punctual attendance is required. Work hours are Monday – Friday 7:45 a.m. – 4:15 p.m.

To perform other related duties which may be required by the Manager of Adult Education and Alternative Instruction or Dean of Innovation, Adult, Basic & Continuing Education. Related duties as required are duties that may not be specifically listed in the class specification or position description, but that are within the general occupational series and responsibility level typically associated with the employee’s class of work.

Supervisory Responsibilities

Assists with supervision of student worker.

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: Associate of Applied Science from an accredited institution in secretarial science/office administration or four years work experience in the secretarial field.

Preferred: Knowledge of accounts payable, payroll, and filing preferred.

Language Skills

  • Writing: Prepare business communications, summaries, and reports, using prescribed format and conforming to all rules of punctuation, grammar, and style.
  • Reading: Read and understand mail addresses, business communications, newsletters, procedural manuals, dictionaries, and thesauruses.
  • Speaking: Participates in team discussions and committee meetings. Ability to communicate over the telephone, giving appropriate responses and using a well-modulated voice and understandable English.

Mathematical Skills

  • Ability to add, subtract, multiply, and divide.
  • Perform the four operations with like common and decimal fractions, compute ratio, rate, and percent.
  • Ability to develop graphic portrayals of mathematical data.

Certificates, Licenses, Registrations

Valid driver’s license.

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.

  • Lifting: Raising objects from a lower to a higher position of 15 pounds or less.
  • Talking: Expressing or exchanging ideas by means of the spoken word. Talking is required in activities in which the employee must convey detailed or important spoken instructions to other employees accurately.
  • Repetitive Motions: Substantial movements (motions) of the wrists, hands, and/or fingers.

Work Environment

Work is primarily in an office/school environment. Noise levels usually are moderate.

Salary

$26,100.00 to $28,300.00 /year


Application Deadline:

Review of applications will begin immediately and
continue until the position is filled. If you are selected as a finalist,
you will be notified by telephone. No further information
concerning the progress of the search will be available until a
decision has been reached. At that time,
applicants will be informed of the decision by letter.

All applicants must submit all of the credentials
below to the Human Resource Office in order for your application to be
considered complete.

  • SCC Application Form
  • Letter of Application
  • Resume
  • Official Transcript(s) (sent to Shawnee Community College directly from college/university)
  • Proof of Certification (if applicable)
  • 2 Letters of Recommendation

Submit above listed materials to:

emilyf@shawneecc.edu

or by US mail:
Ms. Emily Forthman, Human Resources Director
Shawnee Community College
8364 Shawnee College Road
Ullin, IL 62992