Administrative Assistant II - Adult Education Division

Administrative & Operations Support

This is a full-time benefited FLSA Non-Exempt position that reports to the Director of Adult Education.

Hours : Monday through Thursday, 10 : 00 a.m. 7 : 00 p.m. Friday 8 : 00 a.m. 4 : 00 p.m. Flexibility to alter this schedule is required to accommodate occasional changes in staff and / or division hours. This position may occasionally work at the Alpharetta North-Fulton Campus.

Salary : $43,160

Minimum Qualifications (Job Code 61804) : Associate's degree in Business Administrative Technology and one (1) year of work-related experience OR high school diploma and two (2) years related work experience.

Minimum Required Skills : Proficiency in Microsoft Word, Outlook, and Excel and experience using data management systems. Must present a pleasant, personable, customer service-oriented demeanor and conduct themselves in a professional, approachable manner. Typing 50 WPM with accurate and detailed data entry and report generation skills; ability to prioritize and organize; and excellent multi-tasking skills are necessary. The ability to work in and with a culturally diverse population is essential. The person must be a self-starter who can work with minimal supervision and exhibit effective oral and written communication skills. Must be proficient in relaying information about multiple programs to internal and external clients.

Preferred Skills : Associate or above level degrees in business, office administration, or management who also possess experience in customer service in a professional office, a financial institution, or an educational setting. Advanced Microsoft office skills; ability to organize tasks and assignments delegated by multiple sources; front desk reception and / or executive support experience, bi-lingual. Experience working with WIOA and community partners. GALIS experience.

Certain positions are subject to pre-employment and random drug testing. Refusal to take the test or a positive result will lead to separation and a 2-year ineligibility period for state employment. Additionally, for any employment offer that includes a required drug test, the test must be completed within 48 hours. Failure to comply will result in the offer being rescinded and a 2-year ineligibility period for state employment.

Job Description

Under general supervision of program management, performs advanced and diversified receptionist / secretarial / clerical duties requiring broad and comprehensive experience, skill, and knowledge of organization policies and procedures in support of the division. Completes administrative tasks and special projects as requested, not limited to the areas of student records and room reservations. May be cross-trained in various assignments relating to the operation of the division.

Greets customers and provides assistance in a helpful and patient manner. Answers and addresses phone calls, emails, and live chat.

Duties / Responsibilities

Serve as division's primary administrative assistant working with customers via phone and in person. Disseminate accurate information to the public regarding all division programs and services. Assist with updating program information flyers and website information. Work with Lead Instructors monitoring and entering student information into specialized data systems, Excel spreadsheets, and Word documents. Compile and print reports as needed. Work closely with all staff and administration to improve processes and effectively communicate information. Manage all aspects of scheduling substitute instructors. Work with program personnel and college operations to schedule classrooms as needed. Prepare administrative and instructional materials as directed by supervisors. General filing and other projects as required by Lead Instructors, teachers, and administrative personnel. Turn in required reports accurately and on time. Participate in staff development training sessions as required. Other duties as assigned.

Physical Demands

This position is a stationary position, often standing or sitting for prolonged periods with or without reasonable accommodation. This position requires moving about to accomplish tasks or moving from one worksite to another with or without reasonable accommodation. This position requires the ability to repeat motions that may include the wrists, hands, and / or fingers with or without reasonable accommodation. Noisy environments. Assessing the accuracy, neatness, and thoroughness of the work assigned.