Administrative Assistant (Part Time), John Paul II Center for Special Learning

Diocese of Allentown; Shillington (Berks County); On-site; USD 15,000 - 26,000; Part time

Job summary

The Diocese of Allentown is seeking an Administrative Assistant to support the John Paul II Adult Program in Shillington. This part-time role (25–29 hours/week) focuses on maintaining accurate participant and employee records in Access, generating reports, and handling monthly/annual compliance tasks including HCSIS reporting.

The ideal candidate will be bilingual (English/Spanish) and have strong data-entry skills with proficiency in Microsoft Access, Excel and Office.

Qualifications

• Minimum High School Diploma required; Bachelor's degree preferred.
• Bilingual English/Spanish preferred.
• Strong computer skills with Microsoft Access, Excel and Office.
• Excellent organizational and data entry skills; careful with records.
• Ability to maintain confidentiality of participant and employee data.
• Ability to work independently and meet monthly/annual deadlines.

Responsibilities

• Maintain participant and employee records in the Access Database.
• Add new participants and new employees to the database.
• Enter employee training information into the database.
• Update participant information (addresses, hours, meds, health).
• Generate reports from Access (Face Pages, training, attendance).
• Complete monthly staff exclusion checks on three websites.
• Prepare monthly day/hour reports and monthly HCSIS reports.
• Prepare annual HCSIS reports showing units needed vs. eligible.
• Perform other administrative duties as assigned.

Skills

Bilingual English/Spanish

Excellent organization

Attention to detail

Written and verbal communication

Independent worker

Time management

Education

High school diploma

Bachelor's degree preferred

Tools

Microsoft Access

Microsoft Excel

Microsoft Office

Job description

DIOCESE OF ALLENTOWN

John Paul II Center for Special Learning, Shillington

Position Description

Position Title: Administrative Assistant to the Adult Program

Reports To: Adult Program Director

FLSA Status: Non-Exempt

Position Type: Part-Time, 25-29 hours per week

Position Summary

The Administrative Assistant provides essential administrative and data management support to the John Paul II Adult Program. This position is responsible for maintaining accurate participant and employee records in the Access Database, generating reports, and completing required monthly and annual compliance reporting, including HCSIS unit reporting. Bilingual candidates are preferred.

Job Duties

Access Database Management

• Add new participants to the Access Database.
• Add new employees to the Access Database.
• Enter employee training information into the Access Database.
• Update participant information in the Access Database, including address changes, hour/day changes, medication changes, health information, and other updates as needed.
• Run reports as needed from the Access Database, including Face Pages, training reports, and individual attendance reports.

Monthly & Annual Reporting

• Complete monthly staff exclusion checks across three different websites.
• Prepare the monthly individual day/hours report.
• Prepare the monthly HCSIS unit report.
• Prepare the annual HCSIS report showing how many units each participant will need for the year and how many units they are currently eligible for in HCSIS, and provide this report to the Adult Program Director so they can proactively reach out to Supports Coordinators (SCs) to obtain any additional units needed.
• Perform other administrative duties as assigned.

Qualifications

• Minimum High School Diploma required, Bachelor's degree preferred.
• Bilingual (English/Spanish) preferred.
• Strong computer skills, including proficiency with Microsoft Access, Microsoft Excel, and Microsoft Office.
• Excellent organizational skills and attention to detail, particularly with data entry and recordkeeping.
• Ability to maintain confidentiality regarding participant and employee records.
• Ability to work independently, meet recurring monthly and annual deadlines, and manage multiple ongoing tasks.
• Strong written and verbal communication skills.
• Background clearances required (Child Abuse, PA Criminal Check, Fingerprinting, Mandated Reporter Training, and Protecting God's Children Training).

Additional Conditions of Employment

Due to the nature and mission of the Catholic Church, all employees are bound to exhibit respect for the teachings and discipline of the Church regarding matters of faith and morals, including maintaining a lifestyle that is in conformity with the teachings of the Catholic Church.

Physical Demands

Sitting and standing for extended periods of time. May need to move or lift children weighing up to 100 lbs. from wheelchairs to tables or desks. Bending at the waist, kneeling, crouching, and pushing or pulling to assist students is also required. May reach overhead as well as above shoulders and horizontally. Dexterity of hands and fingers to demonstrate activities or run medical and instructional equipment is required, as is hearing and speaking to exchange information, make presentations, hear in a noisy environment, and locate the source of a sound. Reading a variety of materials and monitoring student activities is required. Possible biological exposure to bacteria and communicable diseases.

Working Conditions

Center for Special Learning office environment. Part-Time position; 25-29 hours per week. Office hours are Monday through Friday; 8:45 AM to 2:30 PM.

Interested applicants must submit a cover letter and resume via iSolved Hire or to the following:

Principal, Kaylee Simcik

Email: [e-mail]

EOE M/F/D/V