Administrative Assistant Allegheny County Jail

JOB TITLE: Administrative Support, Adult Education Program, Corrections

POSITION SUMMARY: This position attends to administrative and data management components in the Adult Education Program at the Allegheny County Jail. Responsibilities include timely and accurate information management, tracking outside mail delivery, supporting special events and initiatives, preparation of student class rosters and attendance. The Specialist works with the jail administrators and program support staff to ensure smooth and efficient operation of all programs. In addition, the Specialist maintains excellent communications with all county and state data administrators, AIU staff, and administration to acquire necessary information and documentation for reporting purposes.

DUTIES AND RESPONSIBILITIES:

1. Maintain a variety of databases and spreadsheets to track certified mail, assessments, GED testing pass rate information, internal student database, attendance, and all state or county databases.

1. Maintain current knowledge base of existing and emerging regulations, standards, policies, and guidance documents that have a direct effect on adult education programming.

1. Maintain students' program applications, pretest, and waitlists; update rosters, check security separations and email rosters to all appropriate staff and prepare monthly attendance.

1. Perform student file checks at the end of 8-week sessions and work with instructors to reconcile missing information, forms, etc.

1. Report program procedures or compliance issues and work with all staff to resolve issues for ongoing program improvement.

1. Participate in staff meetings, professional development, etc. to support program effectiveness.

1. Prepare programs and certificates for special events and graduation.

1. Strictly comply with all agency data safeguarding policies to ensure students' personal information is secure.

1. Follows program procedures for organizing and filing diplomas, student files, etc. at the end of every month.

1. Participate in appropriate Professional Development activities throughout the year.

1. Register and Proctor High School Equivalency exams.

1. Perform other duties as assigned by supervisor to ensure the program operates smoothly and efficiently..

1. Associate degree in Business, Information Management, or a related field is required.
2. At least 1 year of experience in adult educational program administration or operations, adult education experience in a correctional setting is highly preferred.
3. Knowledge of and experience with reporting aspects for county, state, and federal adult education programs.
4. Knowledge of institutional settings and correction education is highly preferred.
5. Basic level expertise in current Microsoft Office products.
6. Proven understanding of the design and functionality of database systems and aptitude for quantitative analysis.
7. Ability to track, evaluate, and interpret program data to ensure high-quality programs and services.
8. Excellent organizational skills, initiative, and ability to work with limited supervision.
9. Ability to coordinate multiple departmental functions including tracking mail service delivery, program support, information management data analysis, etc. daily.
10. Ability to address program, jail, and instructional staff support to resolve technical issues.
11. Strong communication, interpersonal skills, organizational and recordkeeping skills.
12. Must be flexible with daily tasks and be willing to work on simultaneous projects in a challenging environment.
13. Must maintain a professional workspace as part of a high-activity shared office environment.
14. Must maintain professional appearance, communication skills, and demeanor as positive representation of our program.
15. Ability to comply with AIU policies and procedures especially for data safeguarding and confidentiality for staff and student records.