Administrative Assistant (Admin) (62320)

Qualifications

• High School diploma or equivalent required.
• Degree or certification from an accredited or relevant certified training program or school preferred.
• A minimum of three years secretarial or administrative support experience is required.
• Computer literacy and proficiency in Microsoft Office Suite of applications is required.

Responsibilities

• Provides respective department with administrative and technical support.
• Affords assistance and coordination to special projects and supports other departments as needed.
• Fulfills integrity guidelines and procedures, ensuring no manipulation of student data.
• Conducts research, prepares statistical reports, handles information requests, and performs clerical functions such as maintaining required documentation, sorting/distributing mail, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
• Makes travel arrangements as necessary.
• Ensures timely submission, logging and tracking of all Center contract deliverables, requests, reports and correspondence.
• Drafts, writes and proofs correspondence.
• Responsible for the quality of internal/external communications with the Corporate Office, Department of Labor and outside organizations.
• Maintains Job Corps/Company systems and libraries which may include CIS, OA, CTS, CSSR, SMR, ABRA, MAS200, FMS, eRequester, School Dude, PRH, JC Program Instructions, JC Information Notices, Regional directives and SOPs.
• Ensures that area is organized, clean, safe and conducive to student/staff success.
• Prepares, coordinates and distributes Center's weekly newsletter.
• Works with Center staff to obtain newsletter articles and Center highlights.
• Prepares and distributes meeting minutes.
• Produces quality work/assignments in a thorough, timely and accurate manner.
• Maintains appropriate personal attendance, accountability and work productivity standards.
• Plans, prioritizes and organizes assignments to meet established goals and deadlines.
• Understands and applies job knowledge to effectively complete all required job responsibilities.
• Proactively maintains the skills required to perform job duties.
• Mentors, monitors and models the Career Success Standards as required by the PRH.
• Shows respect and courtesy to students and holds them accountable for their actions and behavior.
• Provides quality programs and services for students and ensures that quality is maintained and student needs are met.
• Pursues improvement and enhancement of programs and services.
• Exchanges ideas and information, both orally and in writing, in a clear and concise manner and contributes meaningfully to group efforts by offering relevant ideas and knowledge.
• Provides quality and timely information to DOL/Company when requested.
• Effectively articulates thoughts and ideas.
• Identifies problems, analyzes causes and evaluates appropriate solutions prior to taking or recommending actions.
• Follows up to ensure prompt/appropriate action is taken and that problems, are in fact, corrected.
• Works in partnership with staff from all Departments to ensure effective supervision and services are provided to students.
• Accepts direction and supervision from the Center Director/Center Duty Officer/Shift Manager to include assignments to temporarily perform job responsibilities of other departments and positions.