Administrative Assistant (Part Time), John Paul II Center for Special Learning
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Diocese of Allentown
PA
Summary
The Administrative Assistant manages participant and employee records within the Access Database and generates essential compliance reports. They are also responsible for performing various administrative duties to support the Adult Program Director.
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: [email protected]
EOE M/F/D/V
We are a Roman Catholic family of faith, centered in the Holy Eucharist, faithful to the Church's teachings, bringing the Light of Christ to each other and to our community.
The Diocese of Allentown was formed on January 28, 1961, when Pope John XXIII signed a document separating the counties of Berks, Carbon, Lehigh, Northampton and Schuylkill from the Archdiocese of Philadelphia. The news became public February 15. The following April 11, Bishop Joseph McShea, then auxiliary bishop of Philadelphia, was installed as the first Bishop of Allentown by Archbishop Egidio Vagnozzi, Apostolic Delegate to the United States in the new Cathedral Church of Saint Catharine of Siena in Allentown.
Bishop Thomas Welsh succeeded Bishop McShea in 1983, followed by Bishop Edward Cullen in 1998 and Bishop John Barres in 2009. Like Bishop McShea, Bishops Welsh and Cullen were former Auxiliary Bishops of Philadelphia. Bishop Barres was a priest of the Diocese of Wilmington, DE, when he was appointed. He became the first priest ordained a Bishop in Allentown’s Cathedral of St. Catharine of Siena. Seven-and-a-half years later, he became the first Allentown Bishop to be transferred when Pope Francis appointed him the Fifth Bishop of the Diocese of Rockville Centre, NY.
As the Fifth Bishop of Allentown, Pope Francis, on June 27, 2017 appointed Monsignor Alfred A. Schlert. Bishop Schlert is the first priest ordained for the Diocese of Allentown to be appointed Bishop of the Diocese. He was ordained a Bishop and installed as Bishop of Allentown on August 31, 2017.
Catholics form the largest single religious group in the five counties of the Diocese. In the 84 parishes of the Diocese, there are more than 252,000 registered Catholics, representing more than 20 percent of the general population.
Founded
1961
Company size
1,001-5,000 employees
Industry
Religious Institutions
Org type
Nonprofit
Headquarters
Allentown, Pennsylvania
We are a Roman Catholic family of faith, centered in the Holy Eucharist, faithful to the Church's teachings, bringing the Light of Christ to each other and to our community.
The Diocese of Allentown was formed on January 28, 1961, when Pope John XXIII signed a document separating the counties of Berks, Carbon, Lehigh, Northampton and Schuylkill from the Archdiocese of Philadelphia. The news became public February 15. The following April 11, Bishop Joseph McShea, then auxiliary bishop of Philadelphia, was installed as the first Bishop of Allentown by Archbishop Egidio Vagnozzi, Apostolic Delegate to the United States in the new Cathedral Church of Saint Catharine of Siena in Allentown.
Bishop Thomas Welsh succeeded Bishop McShea in 1983, followed by Bishop Edward Cullen in 1998 and Bishop John Barres in 2009. Like Bishop McShea, Bishops Welsh and Cullen were former Auxiliary Bishops of Philadelphia. Bishop Barres was a priest of the Diocese of Wilmington, DE, when he was appointed. He became the first priest ordained a Bishop in Allentown’s Cathedral of St. Catharine of Siena. Seven-and-a-half years later, he became the first Allentown Bishop to be transferred when Pope Francis appointed him the Fifth Bishop of the Diocese of Rockville Centre, NY.
As the Fifth Bishop of Allentown, Pope Francis, on June 27, 2017 appointed Monsignor Alfred A. Schlert. Bishop Schlert is the first priest ordained for the Diocese of Allentown to be appointed Bishop of the Diocese. He was ordained a Bishop and installed as Bishop of Allentown on August 31, 2017.
Catholics form the largest single religious group in the five counties of the Diocese. In the 84 parishes of the Diocese, there are more than 252,000 registered Catholics, representing more than 20 percent of the general population.
Founded
1961
Company size
1,001-5,000 employees
Industry
Religious Institutions
Org type
Nonprofit
Headquarters
Allentown, Pennsylvania
