Administrative Specialist II - P00121

Duties & Responsibilities:

  •     Enter and verify all Professional Development Training requests in the AECPDS Registry (via fax, email, mail, hand-delivered) verify training and validate Trainer's status in the AECPDS Registry
  •     Assign Course ID#s as necessary for Course Training Registration forms
  •     Verify Course ID numbers, course location, date, time, title, clock hours, and trainer IDs on Course Training Registration forms of professional development opportunities that have been completed
  •     Review Course Training Registration forms for processing, before data entry into AECPDS database (Identify errors and make corrections, as appropriate)
  •     Enter requested Registry approved Professional Development Trainings onto AECPDS Registry website, as appropriate
  •     Check AECPDS E-mail (Print Practitioner applications, answer questions-or forward to appropriate person)
  •     Maintain Registry supplies/inventory/and project needs/demands for ordering
  •     Answer/return incoming calls to Registry regarding issues
  •     Answer questions regarding SPECTRUM levels
  •     Enter Trainer Applications, as received and according to the AECPDS Registry Standard Operating Procedure Manual
  •     Complete review process for Trainer applications (insure proper documentation received), following AECPDS Registry protocol
  •     Perform mail merge process for new Trainer packets
  •     Responsible for all aspects of Trainer Renewals
  •     Responsible for review and "mail out" of letter of all Practitioners and Trainers who have advanced on the career ladder
  •     Review new documentation that has been received from the Practitioners and Trainers that have been submitted to the AECPDS Registry, following Registry protocol
  •     Monthly/Quarterly/Yearly report generation for Supervisor and DCC/ECE
  •     Fulfill Registry Supply Requests from Trainers who have submitted the appropriate form
  •     Perform daily back-up of system
  •     The Training Registry Data Entry Operator Supervisor as requested will have regular contact with institution personnel, and personnel from outside institutions and agencies which are engaged in activities related to the AECPDS Registry database
  •     Respond to requests for information from Registry members, Trainers, Program Coordinators, and Training attendees by phone, email and mail
  •     Represents CHS as needed at Early Childhood Professional meetings
  •     Maintains complete records of activities performed, documents, and reports monthly program progress and completes annual reports to be submitted to the CHS Director
  •     Other duties as assigned


Knowledge of record keeping procedures
Knowledge of the principles and practices of mathematics and statistics
Knowledge of work-related subject area
Knowledge of computers and software applications

Ability to conduct research and compile data into report form
Ability to establish and maintain filing systems
Ability to operate standard office equipment
Ability to analyze documents to determine compliance with rules, regulations, and procedures
Ability to communicate both orally and in writing

General Days/Hours:

Monday - Friday
8:00 a.m. - 5:00 p.m.
Additional hours as requested and/or needed
Regular and reliable attendance


Please note: all position postings close at 12:00 A.M. CST on the position closing date

Job Requirements

The formal education equivalent of a High School Diploma

One (1) year of experience in a specialized or related area applicable to work performed

Other job related education and/or experience may be substituted for all or parts of these basic requirements, except for certification or licensure requirements, upon approval of the qualifications review committee



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