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Secretary, Adult Options in Education        JobID: 5330

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Position Type: Secretarial/Clerical/Secretary/Clerical

Date Posted: 3/30/2022

Location: Eisenhower Community Center

Closing Date: Until Filled

Schedule: 8:30 AM – 3:00 PM, 30 hours/week, 238 days/year

Salary: Clerical Class 2: $15.13 – $20.73

SECTION II:  JOB SUMMARY

The Adult Option In Education (AOIE) Secretary will provide clerical support to the Adult Education Program of Hopkins, St. Louis Park, and Minnetonka Schools. Serve as program receptionist, answering questions through phone calls and interacting with potential students visiting the Adult Options office. Enter data, maintain files and report AOIE data of student records, registration, and enrollment. Oversee the Adult Options in Education Pearson Vue Test Center. Proctor GED and professional exams.
SECTION III:  ESSENTIAL DUTIES AND RESPONSIBILITIES 

  • Greet visitors and callers, handle their inquiries, and direct them appropriately according to their needs.
  • Answer, screen, and forward telephone calls or emails, providing information, taking messages, and scheduling appointments. Make appointment reminder calls.
  • Work with various Google Docs
  • Maintain a student database for AOIE student records including entries and exits, classes, attendance hours, goals, test assessments, and reports.
  • Compile student information for various reports including the annual Adult Basic Education report.
  • Maintain organized, accurate, confidential files of student records.
  • Communicate regularly with AOIE program staff regarding student assessments, goals, and attendance.
  • Provide support for special activities including GED graduation and staff workshops.
  • Maintain office information displays including business cards, brochures, etc..
  • Proofread documents for accuracy.
  • Monitor copiers, troubleshoot, maintain paper supply, etc. necessary to ensure proper operation. Call for service as needed.
  • Make copies of a variety of printed material.
  • Provide support to AO staff.
  • Provide support and back up to Lead Secretary.
  • Assist in training of new AOIE support staff.
  • Participate in database training sessions, in-services, administrative meetings, and ABE conferences.
  • Proctor Exams for the AO’s Pearson VUE test center. Prepare and proctor testing sessions for computer-based exams, monitor computer updates, contact Pearson VUE and /or Hopkins Tech Support as needed.
  • Mail: pickup, distribute, mail out, etc.
  • Perform other duties as assigned by supervisor.

SECTION IV:  KNOWLEDGE, SKILLS AND ABILITIES 

Knowledge

  • Knowledge of principles and processes for providing good customer service. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Knowledge of clerical procedures such as word processing, mailings, multi phone lines, and other office procedures.
  • Knowledge of computers and computer programs including Microsoft Office, database programs, Word, Excel, Google Drive among other applications.

Skills

  • Demonstrate a customer service orientation toward visitors, students, instructors, and colleagues. Follow through to meet the customer’s needs.
  • Prioritize and schedule work tasks. Complete tasks within deadlines.
  • Produce quality, accurate work.
  • Maintain an effective organizational system.
  • Demonstrate initiative and flexibility to adjust to unexpected changes in work demands.
  • Admit mistakes and learn from them.
  • Maintain confidentiality.
  • Demonstrate a consistent work attitude, an excellent and dependable work commitment.
  • Identify the appropriate action steps to reach goals and carry them out.
  • Maintain a positive attitude in daily routine and in unexpected, stressful or emergency situations.
  • Demonstrate initiative to make things happen.
  • Desire to expand job knowledge and improve performance.

Abilities

  • The ability to listen and understand information and ideas presented through spoken words and sentences.
  • The ability to communicate clearly, orally or in writing.
  • The ability to problem-solve and act independently in decision making within program parameters.
  • The ability to creatively problem-solve with co-workers and instructors.
  • The ability to work effectively as a team member.
  • The ability to use a multi-line telephone, computer, copier/printer, and fax machine.
  • The ability to concentrate on a task over a period of time despite distractions.
  • The ability to assume initiative and work independently.
  • The ability to multi-task.
  • The ability to work effectively with people from various backgrounds and cultures.
  • The ability to adapt to changes in workflow and program focus.

SECTION V:  EDUCATION / CERTIFICATION REQUIREMENTS 

  • High school diploma or GED equivalent. Foreign diplomas accepted.

SECTION VI:  EXPERIENCE REQUIREMENTS 

  • Clerical support and customer service experience.

 

SECTION VII:  COMPETENCIES AND/OR VALUES COMMON TO ALL POSITIONS 

A clear and demonstrated commitment to the District mission, which is to ensure high quality, innovative, challenging education where all individuals are valued and respected.

  • Performing assigned responsibilities in a manner consistent with the District’s established Core Values.
  • Advancing the District’s mission and values through careful attention to the key issues of Learning, Environment, and Resources.

May 5th, 2022

Posted In: Career Opportunities