Administrative Support Specialist

1 week ago

Pittsburgh, Pennsylvania, United States Allegheny Intermediate Unit Full time
Job Title: Administrative Assistant Allegheny County Jail

Job Summary: We are seeking an experienced Administrative Assistant to join our team at the Allegheny County Jail. The successful candidate will provide administrative support to the Adult Education Program, ensuring the smooth operation of all programs.

Key Responsibilities:

  1. Manage databases and spreadsheets to track student information, attendance, and program data.
  2. Stay up-to-date with regulations, standards, and policies affecting adult education programming.
  3. Process student applications, pretests, and waitlists, and prepare monthly attendance reports.
  4. Perform student file checks and reconcile missing information with instructors.
  5. Report program procedures or compliance issues and work with staff to resolve them.
  6. Participate in staff meetings and professional development to support program effectiveness.
  7. Prepare programs and certificates for special events and graduation.
  8. Ensure data safeguarding policies are followed to protect students' personal information.
  9. Organize and file diplomas, student files, and other documents at the end of each month.
  10. Participate in professional development activities throughout the year.
  11. Register and proctor High School Equivalency exams.

Qualifications:

  1. Associate degree in Business, Information Management, or a related field.
  2. At least 1 year of experience in adult educational program administration or operations, preferably in a correctional setting.
  3. Knowledge of reporting aspects for county, state, and federal adult education programs.
  4. Basic level expertise in Microsoft Office products.
  5. Proven understanding of database systems and quantitative analysis.
  6. Ability to track, evaluate, and interpret program data.
  7. Excellent organizational skills, initiative, and ability to work with limited supervision.
  8. Ability to coordinate multiple departmental functions daily.
  9. Strong communication, interpersonal, and recordkeeping skills.
  10. Flexibility to work on simultaneous projects in a challenging environment.
  11. Ability to maintain a professional workspace in a high-activity shared office environment.
  12. Ability to comply with AIU policies and procedures, especially for data safeguarding and confidentiality.

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