AEL​/HSED Records Specialist & Administrative Assistant - Level 7

Posting Details

Position: AEL/HSED Records Specialist & Administrative Assistant – Level 7.

Location:

Mt. Pleasant Center. Full‑time. Starting hourly wage $15.30.

Hours:

Monday – Friday, 8 AM – 4:30 PM with a 30‑minute meal break.

Benefits include medical, dental, vision insurance, $50,000 life insurance, long‑term disability, paid sick leave, paid vacation, paid holiday and spring breaks, and participation in IPERS or TIAA retirement plan.

Terms of employment are per the bargaining agreement between SCC Board of Trustees and SCCESA, and other relevant Board policies and guidelines. Candidates must uphold college policies, procedures, and support college‑wide initiatives and promote a positive image for the district. The role supports SCC’s mission, vision, values, and goals.

• Commit to the comprehensive community college philosophy and mission.
• Follow SCC and AEL policies and procedures.
• Prepare reports, correspondence, and other documents, including drafting, revising, and publishing final versions.
• Manage accuracy of AEL data from the community‑ and corrections‑based programs, audit records, and provide documentation for external audits.
• Enter data related to enrolling and exiting students, record attendance, grades, and credentials earned.
• Administer and proctor tests, including exams for credit classes and standardized assessments requiring certification and state approval (e.g., SCC placement exams, state‑approved assessments for AEL enrollment and HSED).
• Assist Director of AEL with grant writing for AEL funding.
• Prepare employment contracts for part‑time hourly instructional staff and prepare payroll for bi‑monthly submission to the Business Office.
• Coordinate with supervisor and designees to prepare monthly, quarterly, and annual reports.
• Maintain digital and physical student records (e.g., contact hours, HSED scores, exit dates) as required by SCC and State/Federal agencies.
• Prepare purchase orders and supply requisitions, maintain related records, and verify receipt with the Business Office and Bookstore Manager.
• Maintain a log of HSED tests taken by SCC’s AEL students, reconcile with invoices, and submit payment requests for tests taken in correctional facilities.
• Assist the Director of AEL and HSED Chief Examiner in planning, preparing, and organizing HSED graduation ceremonies.
• Be flexible and adjust to change as needed.
• Perform responsibilities with a high level of personal and professional integrity.
• Attend required trainings and meetings with SCC, IWD, and other oversight or professional development organizations.
• Perform secretarial, clerical, and receptionist duties, including answering telephone and greeting visitors.
• Remains current on office communication systems and procedures.
• Other duties as assigned.

• High school diploma or its equivalent.
• Must qualify for state approval as an HSED test administrator.

• Minimum two years of related office administration experience.
• Experience preparing statistical reports, scheduling appointments, and handling confidential information.
• Excellent interpersonal and communication skills, including appropriate telephone etiquette.
• Knowledge of computer software applications with specific competency in Microsoft Office; ability to learn SCC’s administrative software (Ellucian) and AEL’s record‑keeping system (Tops Pro Enterprise).
• Keyboarding accuracy and excellent proofreading ability.

• Work independently and be a self‑starter, including conducting research relevant to routine responsibilities and assigned tasks.
• Learn and apply SCC and AEL policies and procedures.
• Operate standard office equipment and manage filing systems.
• Learn and develop competency in new software applications.
• Maintain strict confidentiality.
• Manage multiple tasks, prioritize, and complete in a timely manner.
• Work effectively with people of diverse backgrounds and needs.
• Maintain a professional demeanor while dealing with varied and stressful situations.
• Possess a valid driver’s license.

• AA or AAS degree preferred.

• Experience…