Adult Education Administrative Assistant - Full-time

Job title: Adult Education Administrative Assistant: Hourly

Schedule:  Year round schedule average 36 hours per week, with 2 evenings 

Salary: $24.84 

Benefits: Administrative Asst. Handbook

Supervisor: Director, Marshwood Adult and Community Education 

The specific work calendar aligned with programming for the Tuesday and Wednesday evenings will be provided to interested candidates.  You may reference the  handbook for benefits.

Education Level: High School Credential required. Secondary education or equivalent work experience with office administration, customer service, community outreach, student relations and digital marketing is preferred. MDOE CHRC eligibility is required. 

AE Administrative Assistant Job Description:  

Performs critical administrative, bookkeeping, and marketing using multiple web based systems and local databases.  Community programming duties include, but are not limited to, directly interacting with students, instructors, the public, and staff, using phone, email, and other district communication tools. Supports the adult education team; and acts as a liaison with local, state, and regional entities (ex. Superintendent’s office, area schools, adult education programs, and State Adult Education Office).  Must continue learning new processes, adapt to change, and work independently to meet deadlines and “students first” priorities under general supervision.  When classes are in session the coordinator works evenings until classes end by 9 PM. Office hours are in person and flexibly scheduled with the director to meet program needs.

Duties and Responsibilities: The responsibilities outlined below are representative and do not encompass or define all tasks that may be required by this position.

1. Manage the program’s financial bookkeeping needs in an organized, accurate, disciplined and transparent manner
   
   
• Create shared Google files to organize information that improves communication and supports accurate state local and federal reporting of student and financial information
• Process bi-weekly payroll for non-salaried employees to align with grant funding
• Verify, allocate, and post details of financial transactions using MS office and Google Suite and multiple district accounting system
• Manage books of accounts in journals and/or computer files from documents (ex. registrations, invoices, receipts, and computer printouts)
• Independently maintain educational files, grant and financial records
• Reconcile, forecast spending and balance accounts on a regular basis
• Make regular deposits, maintain files, and manage expenditures according practices
• Manage online, financial, and banking transactions according to established practices
• Prepare financial reports, maintain historical records, including filing of documents
• Coordinate efforts with RSU #35 financial and business personnel to prevent, manage and resolve any financial discrepancies
2. Provide administrative and clerical support to coordinate information, report and communicate office activities in an effective, up to date, and accurate manner.

• Provide accurate and detailed academic and enrichment program information to the community using a variety of print and digital systems including approved social media.

• Maintain phone and Website to answer, direct, investigate and return all calls and correspondence about classes, programs and services 
• Schedule, coordinate, and keep records for classes/meetings with staff, students and volunteers
• Create, maintain and utilize a system to meet all state reporting requirement deadlines
• Coordinate equipment upgrades, repairs, supply orders, inventory and student distribution

• Maintain filing systems, produce forms, schedules and correspondence as required
• Assist the director with all correspondence, grants, and reports with confidentiality
• Collaborate and coordinate enrichment efforts with appropriate staff 
• Coordinate and oversee testing and exam proctoring 
• Plan graduation and other events
• Manage multiple accounts to enter and update all required program, grant and reporting information into state-mandated adult education databases
• Work collaboratively with other adult education programs to meet program goals

1. Develop Community Programming 

• Create, plan, secure and market enrichment classes for each semester
• Reach out to community members to  identify classes, events, and programs of interest
• Screen, interview, and recommend instructors/presenters
• Create the plan and distribute  brochures in the community
• Uses data, facts, and circumstances to analyze, interpret, and create programs
• Support, recommend and organize program activities to achieve goals and objectives

Position Requirements:

1. Excellent communication, listening and follow through skills
2. Able to interact positively with people from varied backgrounds (ex. educational, cultural, socioeconomic) Adheres to FERPA and confidentiality requirements
3. Proficient administrative assistant and bookkeeping skills (ex. use of technology, Google office, MS Office, Word, Excel, Wordpress, operating office equipment, organization, attention to detail, customer service, resourcefulness, time management)
4. Understands complex, multi-step written and oral instructions
5. Ability to upgrade skills to respond to ever-changing job conditions 
6. Participate in professional development opportunities as mandated by the State of Maine Adult Education office; assigned and/or approved by the program director; and/or indicated by job-related personal interest
7. Comfortable working independently and collaboratively as required by task and/or scheduling

Revised Jan. 28, 2026 L.Greer

The specific work calendar aligned with programming for the Tuesday and Wednesday evenings will be provided to interested candidates.  You may reference the  handbook for benefits.