Administrative Assistant

The Administrative Assistant provides essential clerical and organizational support for the Adult Basic Education (ABE) program operating within a correctional facility. This role ensures the smooth daily operation of the program by managing administrative tasks maintaining accurate records coordinating communication and supporting staff and participants. The Administrative Assistant plays a critical role in facilitating access to education for incarcerated individuals while adhering to facility policies and security protocols.

Duties and Responsibilities:

Administrative Support:

• Perform general administrative duties including answering phones managing correspondence scheduling appointments and maintaining office supplies.
• Assist with the preparation and distribution of program materials reports and communications.

Recordkeeping and Data Management:

• Maintain accurate records of student enrollment attendance and progress in compliance with program and facility requirements.
• Input and update data in program management systems and generate reports as needed.
• Ensure the confidentiality and security of all student and program records.

Program Coordination:

• Coordinate program schedules including classes assessments and staff meetings.
• Assist in organizing educational events and activities within the correctional facility.
• Serve as a point of contact between program staff correctional facility personnel and external stakeholders.
• Register and proctor high school equivalency exams.

Compliance and Security:

• Adhere to all correctional facility policies procedures and security protocols.
• Assist in the preparation and submission of required documentation to meet facility and program compliance standards.

Staff and Participant Support:

• Provide administrative support to educators and program staff to enhance program delivery.
• Assist participants with completing forms and accessing program resources as permitted.

Qualifications:

Education:

• High school diploma or equivalent required. Associate degree or coursework in business administration education or related field preferred.

Experience:

• Minimum of 2 years of experience in an administrative or clerical role preferably in an educational or correctional setting.
• Familiarity with adult education programs is a plus.

Skills:

• Strong organizational and time-management skills.
• Proficiency in Microsoft Office Suite and database management.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Additional Requirements:

• Current Act 114 Act 34 Act 151 and NSOR Clearances required prior to an offer (Must be dated within 1 year of hire date).
• School Personnel Health Record (Form H511.340) must be completed and received by Human Resources prior to hire date.
• Allegheny County Jail clearances

Working Conditions: This position primarily operates in an office environment with regular travel to community sites schools and partner organizations. Occasional evening or weekend hours may be required. This position may involve standing walking and active engagement throughout the day. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Sitting for extended period of time
• Lifting carrying pushing pulling 35 pounds
• Ability to kneel crouch bend and reach to retrieve and handle teaching materials and supplies
• Moving fingers and hands in a repetitive manner
• Ability to speak clearly and distinctly when communicating with limited English speaking customers
• Hearing clearly
• Adequate vision to perform duties

The information contained in this job description is for compliance with Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Disclaimer:The preceding description is not designed to be a complete list of all duties and responsibilities required of this position.

Reports To: Supervisor Allegheny County Jail

Department:FACES

Position Schedule:Monday through Friday

Salary: $35000 (Non-Negotiable grant funded)

Benefits: 260-day

FLSA: Non-Exempt

To Apply: Create an on-line application and upload a cover letter resume clearances PDE Teaching Certificate (if applicable) and transcripts at theAIU Career Site.

Please send any questions to:

The Allegheny Intermediate Unit is an equal opportunity education institution and will not discriminate on the basis of race color national origin ancestry religion sex sexual orientation age handicap or limited English proficiency in its educational programs services facilities activities or employment practices as required by Title IX of the 1972 Educational Amendments Title VI and Title VII of the Civil Rights Act of 1964 as amended Section 504 Regulations of the Rehabilitation Act of 1973 the Age Discrimination in Employment Act of 1975 Section 204 Regulations of the 1984 Carl D. Perkins Act the Americans with Disabilities Act or any other applicable federal or state statute.