Under limited supervision, performs highly responsible administrative assistant work making independent decisions within defined limits regarding departmental operations, as it relates to Workforce Services.

A. Maintains WIOA Client and Request for Approval Databases, WIOA Costs Reports and Individual Client Tracking Sheets showing obligated and actual expenses/financial aid for all WIOA students using Datatel and WIOA vouchers.

B. Assists in management of the WIOA budget and all associated documentation, including, but not limited to, budget transfers, purchase orders, requisitions, reimbursements, travel requests and correspondence with third-party vendors. Prepares all WIOA client invoices and program documentation for payment prior to sending to the Accounting office. Verifies documents for arithmetical accuracy, completeness of supporting documentation, appropriate authorization, accurate coding, quantities, pricing, terms, etc. Verifies that the transactions comply with financial policies and procedures, enters invoices for payment, processes backup information for the Accounting Dept. Receives and responds to account payable inquiries both verbally and in written communications in a timely professional manner. Maintains budget records for the division and gathers information for supervisor decision making. Orders supplies and capital items as needed.

C. Establishes and maintains an effective filing system of all project data and an accurate inventory of all equipment and materials.

D. Responds to potential WIOA customer inquiries for program assistance/Orientation, assist with initial eligibility paperwork and follow-up and review paperwork for accuracy and completion.

E. Performs customer service duties; answers telephones, greets visitors, arranges appointments, and directs telephone and personal callers to proper parties; coordinates room reservations and related activities; and may disseminate department or institution information. Receives, sorts, opens, stamps, and distributes incoming mail.

F. Prepares required monthly GLK Workforce Board reports. Prepares Trade modification grant applications for GLK Workforce Board and DCEO when additional Trade funds are needed.

G. Prepares Board of Trustees materials for the Division; submits Board of Trustees materials on a timely basis to the Director.

H. May take and transcribe complex dictation and minutes of meetings.

I. Prepares and assists with RFP grant applications for WIOA programs.

A. High school diploma or equivalent with ability to read, write, perform basic arithmetic, and follow verbal and written instructions required; additional specialized and technical training courses preferred.

B. At least one to three years of related work experience required.

C. Computer experience using Microsoft Office or comparable applications required. Able to use the telephone, voicemail, and email; able to manage files and perform basic functions with the current operating system; able to create, format, edit documents and spreadsheets; able to merge documents; able to create and use labels with envelopes; able to create, format, and edit tables, graphs, and charts.

D. Excellent oral and written communication skills required.

E. Demonstrated proficiency in English required.

F. Ability to communicate in other languages desirable.

G. Ability to deal with multiple interruptions and able to multitask.

Hourly rate of pay begins at $16.36/hr.

This position is located at the North Extension Center in Bradley, IL

Note: position title changed to Administrative Specialist from Administrative Assistant III eff 1/2/23

KCC offers a comprehensive benefit package for full-time employees including: health insurance, life insurance, long-term disability, flexible spending accounts, buy-up life insurance & accidental death and dismemberment protection, retirement/pension through SURS, 403 (b) voluntary participation, sick leave, vacation days, holidays, a dental/optical reimbursement program, and tuition reimbursement/reduction.