Administrative Assistant/ACD and PN

Administrative Assistant/ACD and PN

Salary Schedule: MDTC Schedule B-T

Department: ACD (Adult Career Development) & PN (Practical Nursing)

FLSA Status: Non-Exempt

Safety-Sensitive: Yes

Position Summary:

This position is responsible for managing financial and administrative operations that support departmental programs (ACD/PN). Key responsibilities include overseeing financial processes, processing student enrollments and payments, maintaining financial and student records, coordinating part-time payroll and purchasing activities, and preparing reports. The role also provides customer service to potential students, clients, manages course materials and supplies, ensures and assists compliance with program requirements, and assists in the planning of departmental events while supporting additional operational needs as assigned.

The position works on a 235-day contract (12 mos.) Monday Friday from 7:30am 4:00pm.

Qualification Requirements:

• HS diploma or GED required
• 3+ years' work experience is required
• Strong telephone and in-person communication skills required
• Good knowledge of Microsoft Office Suite and Google Workspace required
• Ability to learn and manage multiple software programs
• Manage multiple projects with minimum supervision
• Positive attitude and a love for helping people are required

Essential Duties and Responsibilities:

1. Manage all financial processes for the Adult Career Development (ACD) and Practical Nursing (PN) programs.
2. Assist prospective and current students with program information, enrollment, payments, refunds, and general inquiries by phone and in person.
3. Obtain vendor quotes, prepare purchase requisitions, and order curriculum materials, textbooks, office supplies, and other departmental resources.
4. Process adjunct instructor timesheets and prepare monthly payroll documentation.
5. Enter and maintain enrollment and financial data in student accounting systems while monitoring student payment plans.
6. Collect, organize, and prepare data for annual State Board of Nursing reports and other required program follow-up reports.
7. Compile, audit, and maintain confidential student records while tracking program requirements and regulatory compliance.
8. Assist with planning, organizing, and coordinating major departmental events and activities.
9. Collaborate with other departments to support daily operations, special projects, and institutional initiatives.
10. Perform additional duties and responsibilities as assigned.

Language and Grammar Skills:

Ability to read and comprehend simple instructions, short correspondence and memos. Ability to compose and write grammatically correct correspondence and memos.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, schedule form, or blueprint form.

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 the 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 regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to stand, walk, climb or balance, and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit.

The employee must frequently lift and/or move up to or more than 10 pounds and occasionally lift and/or move up to or more than 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:

The work environment characteristics described here 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.

While performing the duties of this job, the employee is regularly exposed to fume or airborne particles. The employee frequently works in high, precarious places and in outside weather conditions. The employee frequently works near moving mechanical parts, extreme cold (including outdoors), extreme heat (including direct sunlight), risk of electrical shock and vibration.

The noise level in the work environment will vary from somewhat loud to extremely loud.

To ensure continuity of services, a different work location may be necessary in the event of a health crisis or disruptive situation that requires the closing of school and/or office buildings. An employee's eligibility for a varied work location will be determined by the superintendent of schools. Expectations and guidelines for this change will be distributed by the employee's supervisor, based on his/her role and responsibilities.

Supervisory Responsibilities:

Employee may occasionally be required to supervise a varying number of employees in the overall direction, coordination, and completion of tasks as assigned.

Disclaimer:

Please note that job descriptions are not intended, and should not be construed, to be exhaustive lists of all responsibilities, skills, efforts, or working conditions associated with a job. They are intended to be accurate reflections of those principal job elements essential for making fair hiring and pay decisions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.