Administrative Assistant-Adult Education

Position Type

Secretarial/Clerical/Secretary

Date Posted

11/13/2024

Location:

Adult Education/ESL

Date Available

24 - 25 SY

Closing Date

Open until filled POSITION TITLE: ADMINISTRATIVE ASSISTANT - ADULT EDUCATION

DEPARTMENT: SECRETARIAL-CLASS B

REPORTS TO: SUPERVISOR ADULT EDUCATION/TESOL

SUMMARY: Responsible for all secretarial duties associated with the operation of the Adult Education and Bristol Preparatory Academy.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.

Support the scheduling and organization of curriculum and assessment.

• Proof and format curriculum documents when necessary.
• Create and process timesheets for curriculum work.
• Complete tech requests when necessary for curriculum work.
• Proof and format assessments when needed.
  
  

Support the scheduling and organization of professional learning.

• Maintain accurate records of all certified personnel and administrator professional development requests.
• Process reimbursements for conference attendees.
• Complete in-district forms for teachers professional learning opportunities.
• Assist in the preparation of professional development materials.
  
  

Assist with budget and purchasing.

• Generate purchase orders and order instructional supplies as needed.
• Complete appropriation transfers when necessary.
• Oversee the accounting and budgetary functions of the Bristol Preparatory Academy, Adult Education, Continuing Education, Drivers Education, and TESOL.
• Process timesheets and payroll information.
  
  

Organize schedules, meetings and communicate with staff.

• Manage Google calendars and appointments with supervisors.
• Maintain staff contact lists.
• Schedule hiring candidates interviews both in person or with Zoom meetings.
• Responsible for Time and Attendance MUNIS entry for certified and non-certified staff.
  
  

General responsibilities:

• Set up and maintain all general office files along with student and personnel files.
• Ability to navigate LACES, EGMS, Munis, Applitrack.
• Knowledge of Adult Education Programing and Registration Requirements.
• Coordinate between schools regarding student transfers.
• Utilize a broad range of technological tools such as Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Google Docs, Google Sheets, Google Forms and Google Slides.
• Maintain confidentiality of student and staff records.
• Order, distribute and maintain supplies.
• Support marketing for all eligible programs. Includes creating flyers, designing print items and promoting on social media platforms.
• Maintain an accurate inventory of supplies and equipment.
• Prepare state reports as required.
• Open and distribute mail.
• Receive calls and schedule appointments.
• Respond to inquiries from students, staff and parents.
• Prepare student and staff handbooks.
• Input student data into LACES.
• Perform other duties as required by supervisors.
  
  

SUPERVISORY RESPONSIBILITIES:

• Supervise secretarial staff within Adult Education and Bristol Preparatory Academy.
• Coordinate coverage for secretarial staff within Adult Education and Bristol Preparatory Academy.
  
  

Education And/Or Experience

High School Diploma or General Education Degree (GED) preferred. Previous office experience is desirable. Knowledge of Adult Education preferred.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with parents, staff and students.

Mathematical Skills

Ability to work with mathematical concepts appropriate to the position.

Computer Skills

Basic knowledge and experience with job related computer hardware and software applications. Must be proficient with Microsoft Office and Google Workspace. Demonstrated ability to operate a personal computer and related software.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written or oral form. Ability to deal with problems.

Other Skills And Abilities

Ability to establish and maintain effective working relationships with students, staff and the community. Ability to perform duties with awareness of district requirements and Board of Education Policies. Typing; word processing; filing; good telephone skills; general office skills; adaptability; operation of office machines and good public relation skills.

Physical Demands

The physical demands described herein 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 most frequently required to actively circulate around the facility. This involves frequent transitions from standing, to sitting, to bending. The employee is required to work with hands and continuously will repeat the same hand, arm or finger motion many times as in typing or word processing. The employee must occasionally lift and/or move up to twenty-five (25) pounds, such as AV equipment and books. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus.

Work Environment

The work environment characteristics described herein 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 quiet to moderate. The employee continuously is interacting with the public, staff and students. The employee frequently will be required to meet multiple demands from several people.

Salary: Per contractual agreement Work Hours: 8:00am to 4:00pm (7 hours per day)

Date of Service: As soon as possible

APPLICATION: Those currently employed by the Bristol Board of Education complete an internal online application by 4:00 p.m. on November 20, 2024.

All others fill out an online application at www.applitrack.com/Bristol/onlineapp.

11/13/2024 KC/hg

PC# 51000033