Adult Education Center Office Assistant 3

CCS Spokane • Spokane, WA

13h • Onsite

About The Position

Under general supervision of the AEC & Valley Building Manager, this position
will provide administrative and reception support for the Adult Education Center
(AEC) for both the Head Start program and the Adult Basic Education (ABE)
Division. To effectively support both Head Start and ABE, this position will
also receive direction from the Head Start AEC Center Manager.

Responsibilities include front desk reception, clerical support, front door keys
and access, record-keeping, and general office coordination. This role serves as
a liaison between Head Start and the ABE Division, ensuring smooth communication
and operational efficiency across both programs.

Requirements

• Proficiency in spelling, grammar, and sentence structure.
• Strong verbal, written, and interpersonal communication skills.
• Knowledge of general office equipment and administrative procedures.
• Experience with Microsoft Office, including Microsoft Word, Excel, Access, and Publisher.
• Ability to manage a multi-line phone system with professionalism and courtesy.
• Capacity to handle multiple tasks in a fast-paced environment.
• Customer service experience.
• Strong proofreading and organizational skills.
• Ability to manage interruptions effectively.
• High level of confidentiality and professionalism.
• Ability to work independently and collaboratively as part of a team.
• Basic arithmetic skills.

Nice To Haves

• Two or more years of clerical and data entry experience.
• Previous experience working with Head Start, ECEAP, child and family services, adult basic education, English language learners, or low-income populations.
• Familiarity with data tracking systems or other administrative software.
• Experience with automated/web-based purchasing systems.

Responsibilities

• Perform receptionist duties. Answer phones, greet visitors, respond to inquiries, and direct individuals to appropriate staff or resources.
• Manage the front door keys and access, issue and collect proxy (key) cards and keep records.
• Coordinate ABE instructor substitute requests. Monitor the shared ABE absence account, track substitute availability, and confirm requests.
• Record, transcribe, and distribute correspondence, meeting notices, agendas, minutes, and newsletters for both Head Start and ABE.
• Maintain and update electronic databases and spreadsheets. Track key program metrics such as volunteer hours, ABE student attendance, In-Kind hours and compliance with Head Start Performance Standards.
• Provide clerical support, including word processing, data entry, scanning, electronic and manual filing, and records retention following state and federal guidelines.
• Operate, maintain, and coordinate service requests for office equipment such as telephones, fax machines, laminators, and copiers.
• Coordinate building maintenance and janitorial services for AEC classrooms and workspaces.
• Order and maintain office and program supplies following procurement guidelines for Head Start and ABE.
• Process various administrative forms, including key requests, training requests, travel reimbursements, time and effort reports, and work orders for both departments.
• Serve as a purchasing card custodian. Log transactions, reconcile invoices, and assist staff with purchase requisitions and invoices.
• Provide administrative support to building managers and program leadership as needed.
• Train and provide direction to volunteers assisting with administrative tasks.
• Model professional decorum and mutual respect in all personal interactions.
• Comply with district policies, procedures and directives, state and federal regulations, orders and statutes and collective bargaining agreements.
• Support and advance Spokane Colleges’ strategic plan, and perform other duties as assigned.

Benefits

• Medical, dental, life and long term disability insurance benefits are provided as currently administered under Public Employees Benefits Board
• WA State Retirement Plan
• vacation and sick leave begin to accrue at the rate of one (1) day per month, upon employment.
• This position is designated a bargaining unit position and union membership is not a condition of employment.
• Leave accruals and usage are governed by the WFSE collective bargaining agreement.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees