Administrative Specialist-KEYS Program

Summary:

Provide administrative support to the Director of KEYS, staff and students. Manages the day-to-day oversight of KEYS reception area. Responsible for data implementing and reporting for the Keystone Education Yields Success (KEYS) Program. The KEYS program operates in a fast-paced environment where consistently meeting appointment deadlines, as well as data reporting requirements tied to grant compliance and performance measures, is essential. KEYS provides intensive case management / student facilitation services to Temporary Assistance for Needy Families (TANF) and Supplemental Nutrition Assistance Program (SNAP) recipients while attending Reading Area Community College. This individual may deal with challenging situations and will need to respond in a professional and diplomatic manner. This individual will have access to confidential information and as such must possess a high level of confidentiality.

Working Hours:

Working hours for this position consist of 37.5 hours per week (7.5 hour period, exclusive of a ½ hour or 1 hour lunch.) These hours to be agreed upon between the supervisor and employee at the onset of employment.

NOTE: This position may require evening and weekend work on occasion. The employee has the option of working this time, in addition to, or in lieu of regular hours.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Required:

• High School Diploma with a minimum of five (5) years of administrative assistance experience in a fastpaced environment required OR Associate’s Degree with a minimum of 3 years of administrative assistance experience Or a bachelor’s plus one (1) year of administrative, business or similar experience.
• Must possess advanced computer skills and be highly proficient in online data management systems, video calling platforms and Microsoft Office is required including but not limited to, Teams, Word, Excel, PowerPoint and Outlook.
• Ability to problemsolve, adjust to change and find new ways to use technology to improve internal process and increase efficiency.
• Strong student support and/or customer service experience

Preferred:

• Experience working in an educational setting, Workforce Development Employment and Training Programs, or County Assistance Offices (CAO)
• Experience with Commonwealth Workforce Development System (CWDS) and/or Collegue/Ellucian
• Experience with purchasing and invoicing
• Experience planning and organizing events or workshops
• Bilingual: English/Spanish

Computer Skills:

• Proficient with Microsoft Office Suite including Teams, Excel, Word and Outlook
• Familiar with teleconferencing software such as Zoom and Teams
• Proficient in the use of modern technology and comfortable with learning and utilizing new software tools and technologies

Essential Duties and Responsibilities:

1. Monitor the KEYS Program Main Office to maintain a student-centered environment conducive to productivity. Serve as the initial point of contact for students, providing welcoming, high-quality customer service and fostering an atmosphere where students feel comfortable asking questions.

2. Responsible for training, scheduling and delegating tasks to work-studies and other student employees.

3. Serve as a critical member of the KEYS program team and execute all position responsibilities outlined in program checklists, processes and procedures. Additionally, serve as a key member of program monitoring and technical assistance visit team by ensuring all required documentation, signatures and verifications are available and uploaded from the student file for the annual visit and on-demand as requested by DHS BEP.

4. Responsible for managing KEYS program Student Reverse Referrals, submission of the Reverse Referrals to the CAO for eligibility evaluation, initial contact and communications with new referrals. Conduct key components of the KEYS Orientation and Intake process for students referred to KEYS by the County Assistance Office to RACC, ensuring clear explanation of program requirements and expectations.

5. Responsible for managing and maintaining the program scheduling system for student orientation, intake assessment, required monthly meetings and follow-up meetings for 8 or more staff.

6. Assist students by providing general information about services offered and refer them to college and community resources as necessary. Handle the occasional distressed student effectively and professionally. Assist students with accessing and effectively utilizing systems such as the CareerLink, CWDS, COMPASS, MyPortal, Self-Service and any other student-facing platforms. Provide guidance to ensure students can navigate these tools independently and efficiently.

7. Operate and safeguard the KEYS program’s incentive and financial assistance process, including securing and maintaining gift card inventory, distributing gift cards in compliance with policy, tracking of issuances in multiple databases and ensuring Participant Distributions are correctly and timely, narrated, opened and closed in CWDS.

8. Study the KEYS Manual and KEYS Manual Trainings at least annually. Complete required trainings and sign acknowledgements for confidentiality, Limited English Proficiency (LEP), and non-discrimination annually. Attend DHS, CAO and RACC staff development trainings, meetings, other trainings as requested, and conferences to increase knowledge of proper program procedures and new State and Federal developments, as staffing and funding permits.

9. Access and utilize the KEYS Provider Resource Website to understand policy as it relates to position responsibilities, to find answers to BEP policy and procedures issues and implement resources such as checklists, policy flows and flowcharts provided by BEP. Assist program director and staff with updating and creating standard operating procedures.

10. Prepare and monitor student attendance records by reading and understanding KEYS guidelines, including interpreting policies, performing required calculations, and creating attendance sheets based on student plan and activities. Accurately perform time calculations including class and study time calculations for all different class modalities, minutes to decimal conversion and addition on up to 1000 attendance records per month to be data entered.

11. Navigate, operate and execute work in the Commonwealth Workforce Development System (CWDS) including data-entry of attendance records, maintaining/updating student records, case noting and serve as a principal operator in the Commonwealth Workforce Development System (CWDS) database for the Department of Human Services and other databases used at RACC. CWDS’s interoperable program Client Information System (eCIS) will be used to access and retrieve information on KEYS students relevant to their enrollment and program compliance.

12. Regularly run reports to identify discrepancies or errors within the KEYS program dataset. Act as the primary liaison with the BEP CWDS help desk to report and resolve technical data issues. Maintain detailed log of all requested and completed data fixes to ensure an audit trail for the program and ensure required monthly submission to the state BEP office.

13. Learn new computer programs as required.

14. Organize and maintain the KEYS Program’s confidential filing system, ensure accurate and secure documentation of student records. Files include student’s identifying information, TANF/SNAP status, educational and employment details, assessment data, supportive services/incentives received, program attendance records, medical documentation and other sensitive information, in compliance with privacy and confidentiality standards.

15. Perform a variety of clerical and administrative duties as assigned, including but not limited to scheduling and inviting staff to internal and external team meetings, keeping meeting minutes, scheduling appointments, providing information to callers, typing, word processing, database and spreadsheet maintenance, recordkeeping, proofreading, and filing. Maintain inventory and ordering of instructional and non-instructions supplies and equipment through proper RACC methods/procedures.

16. Assist KEYS Student Facilitators with Special Allowance (SPAL), TANF Incentive and SNAP FAP form completions and submissions to CAO and Director.

17. Assist staff and students with employment process, including completing payroll/employment paperwork for student workers.

18. Perform other job-related duties as assigned.

FOR ANNUAL SECURITY AND CRIME STATISTICS REPORTS:

https://www.racc.edu/about-racc/clery

About Reading Area Community College

Reading Area Community College (RACC) is an accredited, comprehensive, open-enrollment education institution that provides the following: Associate degree, Certificate and Diploma Programs; career-focused training; transitional coursework; skills training for business and industry; personal enrichment programs and public service activities. Sponsored by Berks County, the College provides affordable access to meet identified community educational needs. Students from every age, race, religion and many different countries throughout the world choose to study here. Those who are seeking degrees at the college are attracted to programs like nursing, respiratory care, criminal justice and business. Other people pursue individual courses to brush up on a skill or interest, or pursue certification in a variety of subjects. The Community Education/Workforce Development division offers programs like dental assisting, home health aide and GED preparation.