Administrative Office Assistant

Part-Time SNAP E&T / Office Administrative Assistant

FLSA: Non Exempt

Reports To: Director of Adult Education

Location: Fort Smith Adult Education satellite locations in Sebastian and Scott County

Terms Of Employment: Monday through Friday, 12:00 p.m. to 5:30 p.m. Days, hours and benefits will be specified in the employee contract. Contract will be prorated based on the actual start date. This position is contingent upon the availability of funds.

Qualifications

• High school diploma required.
• Educational office training or experience preferred.
• Experience with case management, workforce programs, social services, adult education, or SNAP Employment and Training preferred.
• Strong computer skills and proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint. Ability to learn and effectively use required data-management and reporting systems, including SNAP Works and other state or district systems.
• Effective interpersonal, communication, customer-service, organizational, and time-management skills.
• Ability to maintain confidentiality and handle sensitive participant, student, and district information appropriately.
• Ability to work independently, prioritize multiple responsibilities, and maintain accurate records and documentation.

**This is a grant-funded position through the Adult Education Section of the Division of Workforce Services.**

District Values

• We will always put student needs first.
• We believe relationships matter.
• We expect accountability.
• We operate with transparency.
• We prioritize student and staff safety.

Essential Job Functions

• Assist the SNAP E&T Coordinator and Adult Education administration with the delivery of SNAP Employment and Training services.
• Provide case-management support for SNAP E&T participants, including communication, appointment scheduling, follow-up, referral processing, and documentation of participant services.
• Assist with tracking SNAP E&T participant attendance, participation hours, activities, outcomes, and required documentation.
• Assist with maintaining accurate and timely participant records in SNAP Works and other required data-management systems.
• Assist with the preparation and submission of monthly SNAP E&T reimbursement requests and supporting documentation.
• Assist with processing SNAP E&T referrals and communicating with participants, Arkansas Department of Human Services staff, community partners, and Adult Education staff as needed.
• Support efforts to ensure uninterrupted SNAP E&T services, timely reporting, documentation compliance, and effective caseload management.
• Assist participants with navigation of Adult Education, workforce-training, employment, supportive-service, and community-resource options.
• Serve as backup support for SNAP E&T duties during staff absences, vacancies, or periods of increased referrals and caseloads.
• Assist in the Adult Education front office by greeting students, participants, visitors, parents, staff, and community members in a professional and courteous manner.
• Answer phones, receive messages, respond to routine inquiries, and direct individuals to appropriate staff members or services.
• Assist with student intake, enrollment paperwork, appointment scheduling, attendance documentation, filing, copying, scanning, data entry, and general clerical duties.
• Assist in the testing room as needed, including preparing testing materials, organizing records, assisting with check-in procedures, monitoring testing environments as assigned, and supporting testing staff in accordance with applicable testing-security procedures.
• Maintain confidentiality of student, participant, testing, personnel, and district information.
• Work collaboratively with administrators, teachers, office staff, testing staff, SNAP E&T staff, community partners, and district personnel.
• Attend meetings and trainings as required by administration.
• Maintains prompt and regular attendance.
• Maintain emotional control under stress.
• Demonstrates the ability to maintain positive professional working relationships with others.
• Perform repetitive tasks with minimal errors.
• Perform other duties as assigned by administration.

These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Other Job Functions

• Must have the ability to lift at least 20 pounds occasionally.
• Ability to endure prolonged standing, walking, sitting, kneeling, occasional reaching above the head or shoulders, bending, squatting, and repetitive hand and wrist movements associated with office and computer work.
• Ability to communicate effectively in person, by telephone, and through written and electronic communication.