Adult Program Administrative Assistant

John Paul II Center For Special Learning Inc.; Shillington (Berks County); On-site; USD 22,000 - 30,000; Part time

Job summary

John Paul II Center For Special Learning Inc. is seeking a part-time Administrative Assistant to support the Adult Program with database management, reporting, and compliance tasks.

The role requires updating participant and employee records in Access, generating reports, and ensuring monthly and annual reporting deadlines are met. Bilingual candidates preferred, with strong organizational and communication skills to maintain confidentiality.

Qualifications

• Proficiency with Access, Excel, and Microsoft Office for data management.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality of participant and employee records.
• Ability to work independently and meet recurring monthly and annual deadlines.

Responsibilities

• Add and update participants and employees in the Access Database.
• Enter employee training information and update records.
• Run reports from the Access Database, including Face Pages and attendance reports.
• Complete monthly staff exclusion checks and prepare monthly/annual HCSIS reports.
• Assist with other administrative duties as assigned.

Skills

Strong computer skills

Attention to detail

Confidentiality

Independent work

Written communication

Verbal communication

Tools

Microsoft Access

Microsoft Excel

Microsoft Office

Job description

Position Type: Part-Time, Non-Exempt 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

• 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.