IRVING INDEPENDENT SCHOOL DISTRICT

AEL PROGRAM SECRETARY

JOB DESCRIPTION

JOB TITLE:  AEL Program Secretary                                 WAGE/HOUR STATUS:  Nonexempt

REPORTS TO:   Program Manager                                     PAY GRADE:  Paraprofessional 040 (230 days)

DEPARTMENT:  Student Services                                     DATE REVISED:  June 2020

                         & Federal Programs

A Letter of Assurance will be issued for this position.

PRIMARY PURPOSE:       Assist the Adult Education and Literacy Grant (AEL) Program Manager, Instructional and Program Staff in coordination with the implementation of all program responsibilities

QUALIFICATIONS:

Minimum Education/Certification: 

• Accredited High School Diploma or equivalent
• One (1) year of related experience

Special Knowledge/Skills:

• Excellent computer skills with knowledge of MS Office professional and MS Windows
• Ability to successfully complete assignments accurately, in a timely manner with general supervision
• Ability to work effectively with all levels of district personnel as well as linguistically and culturally diverse constituencies
• Knowledge of Adult Basic Education regulation to meet federal, state and local guidelines
• Knowledge of payroll and budgeting systems (Kronos and MUNIS)
• Ability to maintain accurate records and prepare accurate and timely correspondence
• Problem solving skills in researching and responding to inquiries and other tasks assigned
• Organizational, prioritization, communication, customer service and interpersonal skills required to achieve the goals of the position

Minimum Experience: 

Successful performance for prior three (3) years

MAJOR RESPONSIBILITIES AND DUTIES:

1. Maintain inventory records for materials, technology hardware/software, curricula, and testing materials; ensure site has all necessary resources to serve adult students
2. Answer incoming calls, take reliable messages, provide ABE information to the public and route to appropriate staff
3. Assist in writing letters, memos and reports necessary to meet the Adult Education program guidelines
4. Assist instructors with supplying materials and books for students and use in the classroom
5. Facilitate childcare processes for sites with childcare
6. Assist with registrations and orientations for incoming students
7. Ensure office space is organized and operational for daily processes
8. Compile and distribution management communications to staff and students upon request
9. Maintain documentation and backup information for all contracts and payroll matters
10. Assist in the preparation of all budget, payroll forms and related financial documents
11. Process documentation, payroll reports in MUNIS, budget reports and invoices through MUNIS as submitted and forward documents in a timely and accurate manner when necessary
12. Process monthly and bi-weekly payroll
13. Retrieve and enter data into Kronos
14. Coordinate and assign AEL substitute schedule for at least 20 sites  
15. Maintain physical and computerized departmental files, records budget activities and disseminates information to supervisor(s) as necessary
16. Assist in the coordination and implementation of all department meetings/events/trainings
17. Meet proficiency levels of required technology skills and incorporate appropriate technology in daily work as required by supervisor
18. Treat students, co-workers, supervisors and visitors with dignity and respect
19. Perform all other tasks and duties as assigned

SUPERVISORY RESPONSBILITIES: 

            None

WORKING CONDITIONS:

Mental Demands/Physical Demands/Environmental Factors:   Must maintain emotional control and exercise reasoning and problem solving skills while under stress. Must demonstrate ability to communicate effectively (verbal and written). Should be able to interpret procedures and analyze data for decision-making. Frequent in-district and occasional in-state or national travel. Occasional prolonged and irregular hours.

Safety:  Perform all duties in a safe and responsible manner.  Observe all safety precautions.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Contribute to the prevention of accidents and injuries by observing safety rules and District policy, practicing the principles and skills taught in safety training, wearing personal protective equipment as required, reporting injuries and incidences immediately to supervisor, and being proactive in the ongoing efforts to improve workplace safety.