Administrative Assistant Programs Dept.

Published: 6/14/2022

Job Description

SUMMARY OF POSITION FUNCTION:

Performs complex administrative tasks and provides administrative support to a department head and/or manager. May also train clerical support staff.The Administrative Assistant provides high-level administrative and operational support to department leadership, ensuring efficient daily office operations and exceptional organizational support. This role requires professionalism, discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment. The Administrative Assistant also serves as a resource for clerical staff and contributes to the overall success of the Center.

MAJOR DUTIES AND RESPONSIBILITIES:

Types business letters, memorandums, reports, charts, etc. on a personal computer.
Composes and prepares routine correspondence for signature.
Establishes and maintains confidential files and records.
Proofreads and corrects grammatical, punctuation and spelling errors.
Maintains calendar and schedules appointments; sends/receives incoming and outgoing mail and faxes; and follow-ups on dates for action items.
Attends departmental meetings; takes notes and prepares/distributes meeting minutes.
Orients new personnel to Job Corps and the Center’s policies and procedures.
Answers telephone and direct calls to the appropriate person.
Orders and maintains office supplies and equipment.
Operates office machines and instructs others in the operation of same.
Assists the center in every effort necessary to achieve its OMS goals, as well as ensuring that the Zero Tolerance Policy is strictly adhered to.
Promotes a positive work environment demonstrating career success standards and core value
Prepare, format, and produce professional correspondence, reports, presentations, spreadsheets, memoranda, and other business documents using Microsoft Office and other office technology.
Draft and prepare routine correspondence for management review and signature.
Maintain confidential files, records, and documentation in accordance with organizational policies and procedures.
Proofread documents to ensure accuracy, proper grammar, punctuation, spelling, and formatting.
Manage departmental calendars, schedule meetings and appointments, coordinate logistics, and monitor action items to ensure timely follow-up.
Receive, distribute, and track incoming and outgoing mail, electronic communications, and other correspondence.
Attend departmental meetings, record meeting minutes, and distribute accurate summaries and follow-up documentation.
Assist with onboarding activities by introducing new employees to Job Corps, Center policies, procedures, and administrative processes.
Serve as the first point of contact by professionally greeting visitors, answering telephone calls, and directing inquiries to the appropriate staff.
Order, organize, and maintain office supplies, equipment, and administrative resources.
Operate and troubleshoot standard office equipment while providing guidance to staff on proper use.
Support department initiatives and special projects as assigned.
Contribute to the achievement of the Center's Outcome Measurement System (OMS) goals.
Maintain strict adherence to Job Corps' Zero Tolerance Policy and all Center policies and procedures.
Foster a positive, professional, and inclusive work environment by demonstrating Career Success Standards and the Center's core values.
Perform other related duties as assigned to support departmental and organizational needs.
Note: This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be modified to meet the evolving needs of the organization.

Note: This job description is not intended to be all-inclusive. Employee may perform other related duties as needed to meet the ongoing needs of the organization.

SKILLS/COMPETENCIES:

Strong proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and related business software.
Ability to prepare professional business correspondence, reports, presentations, contracts, and forms.
Strong internet research and information-gathering skills.
Excellent written, verbal, and interpersonal communication skills.
Exceptional organizational, time management, and prioritization abilities.
High level of accuracy, attention to detail, and recordkeeping skills.
Ability to maintain confidentiality and exercise sound judgment.
Demonstrated ability to manage multiple assignments while meeting deadlines.
Ability to work independently and collaboratively within a team environment.
Proficiency in operating standard office equipment, including copiers, scanners, printers, and multi-function devices.

EDUCATION REQUIREMENTS:

High School Diploma or equivalent required.
Associate degree or administrative support certification preferred.

EXPERIENCE:

Three years work-related experience.
Minimum of three (3) years of progressively responsible administrative or office support experience.
Experience supporting management or executive-level staff is preferred.

OTHER:

Must possess a valid Driver’s License with an acceptable driving record.
Valid driver's license with an acceptable driving record.
Ability to successfully complete all required background screenings in accordance with Job Corps and Center policies.

ADA REQUIREMENTS:

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose an undue hardship on the company.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The term "qualified individual with a disability" means an individual with a disability who, with or without reasonable accommodation, can perform the essential functions of the position.

PHYSICAL ACTIVITIES:

Reading, writing and communicating fluently in English
Hearing and speaking to express ideas and/or exchange information in person or over the telephone
Seeing to read labels, posters, documents, PC screens, etc.
Sitting, standing, moving about or walking for occasional or frequent periods of time
Dexterity of hands and fingers to operate a computer keyboard and other office equipment
Kneeling, bending at the waist, stooping and reaching overhead
Retrieving and storing files and supplies; occasionally carrying and/or lifting light objects

WORKING CONDITIONS:

Campus and general office setting
Indoor and outdoor environment