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Job Opening Information ADMINISTRATIVE ASSISTANT (Center for Workforce Development), F-T position, 12 months/yr.

Job Number
Application Deadline

Position Title
ADMINISTRATIVE ASSISTANT (Center for Workforce Development), F-T position, 12 months/yr.
Required Application Type
School Related Personnel
Salary/Pay Scale
According to Board Approved range
Job Description

The Administrative Assistant provides overall administrative and clerical support to the Director - Center for Workforce Development (CWD) and provides customer service and support for Adult Full Time, Part Time and Literacy programs. Interacts with instructors, students and business community members.

Typical Duties:

  • Direct Support to the Director and Assistant Director
    • Appointment setting/maintaining electronic calendars
    • Processing and light proofreading of various department grant, RFPs, and applications
    • Maintain list of required department reports and ensure all reporting is complete in a timely and accurate manner to various agencies (local, state, and federal): IPEDS, EPE, CTEDS, NRS, Divisional Report Card, Campus Safety & Security, etc.
    • Collaborate with administration to make annual contract updates, draft new contracts, and facilitate changes with legal department and partners 
    • Maintain the CWD Faculty Handbook, CWD Adult Learner Handbook, CWD Adult Learner Orientation Packet, and CWD Orientation Manual
    • Maintaining distribution lists, SharePoint accounts, basic tech support
    • Communicate with maintenance and technical support departments for general office requests
    • Distributing department communications
    • Maintain Department resources on SharePoint site
    • Schedule Annual Performance Reviews and observations of staff
    • Provide student record and data support, including sending enrollment letters (dismissal, withdrawal, etc.)
    • Maintain confidential information
  • Department HR Functions
    • New Hire Processing: job postings; schedule interviews; process new hire HR packets; schedule onboarding; order business cards; facilitate workstation/computer/phone setup
    • Yearly salary updates and reappointments
    • Tracking of PD hours and certifications in ASISTS and communicating requirements and updates to staff
    • Maintain list of required department reports
    • Maintain department mailboxes and update user accounts as required
    • Maintain staff phone directories
    • Maintain the substitute list, calendar of absences/substitutes, and support instructors with obtaining substitutes when needed.
  • Maintain & Process Department Payroll
    • Track employee absences & maintain spreadsheet of attendance balances, arrange for substitute teachers when necessary
    • Coordinate and maintain records for department payroll, including yearly salary updates and reappointments. 
    • Assist Director with verifying and approving staff mileage and timesheets in WinCapWeb
  • Department Support:
    • Provide backup support to receptionist and other office staff as needed
    • Process department work orders (including keys and disposal of equipment)
    • Process Dental Assistants’ NYSED professional licensing forms
    • Support NA program with Prometric Test processing
    • Support CDL B program with permit and license testing
    • Support and coordinate records retention for student records in accordance with local, state and federal requirements.
    • Special Event/Meeting planning and preparations
    • Support and complete donation requests to area businesses
  • Participate in appropriate committees
    • Cabinet Secretaries
  • NYS Notary Public (desired)
Civil Service Title
Office Clerk II, III(Competitive)
Job Qualifications

Must possess or meet requirements for Civil Service title Office Clerk II or III.  Clerical experience strongly preferred, including word processing and data base knowledge.  

Clerk II - High School diploma and 3 years full or part time or volunteer equivalent office clerical or secretarial experience; or an Associate's degree in Secretarial Science, Office Technology or a closely related field plus one (1) year of office clerical or secretarial experience.


Clerk III - High School diploma and 2 years paid full-time or part-time or volunteer equivalent office clerical or secretarial experience; or an Associate’s degree in Secretarial Science, Office Technology or a closely related field.

Application Procedure

Please apply online at:

Please refer to above Required Application Type to complete before applying.

Job Category
Job Location
District Wide

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