Administrative Assistant for Skill Advancement Program

About the role

Job Description SUMMARY: Provides support functions to the Skills Advancement Coaching Program. This includes but is not limited to: general office and clerical support, word processing, data entry, managing schedules of Skills Advancement Coaches, time keeping and tracking of program data.

Responsibilities

• Secretarial Responsibilities: (100%) Provides highly skilled secretarial services to Skills Advancement Coaching Program and the Program Director.
• Collects and tabulates statistics for inclusion in required reports each week. Submits weekly and monthly reports as needed, via Excel or Word.
• Responsible for payroll and maintains an accurate record of staff vacations, sick time and other accrued time. Enters this information into the computer system/BHCP calendar. Keeps the Director aware of schedules for all PTO, including updated bank of PTO for all employees.
• Maintains contact with Skills Advancement Coaching staff to obtain timecards, reports, schedules, etc.
• Obtains and prepares all requests for reimbursement/payment for the Skills Advancement Coaching program. This includes mileage/internet/cell phone reimbursement. All requests for payment for trainings/consultants. Provides finance all supplemental documentation to verify payment. Maintains collection of each Skills Advancement Coaching personnel’s continuing education verification.
• Completes and submits a monthly expense report to maintain the program’s budget.
• Completes and submits a monthly HR spreadsheet to ensure all administrative documents are up to date.
• Develops and maintains a database of each Skills Advancement Coaching personnel’s car insurance and sends weekly reminders one month prior to expiration. Submits insurance to HR and keeps file of all Skills Advancement Coaching personnel’s insurance.
• Assists Associate Director in preparing for new hires.
• Maintains and distributes all new hire materials, including reading materials and other required materials. Obtains and maintains a signature page for each item given to each screener in a master file for return upon termination.
• Completes and tracks supplies. Keeps a log on each Skills Advancement Coaching personnel entering/leaving the program and all necessary items to be returned. Maintains a file for each Skills Advancement Coaching Personnel with any supplies in current possession. Maintains and re-orders supplies on a timely basis with prior Director approval.
• Assists with data collection.
• Participates in committee work to ensure trauma-informed approaches to departmental work and address team satisfaction and cohesion.
• Uses computer skills to maintain databases for Skills Advancement Coaching Program (including Excel) to format presentations in power point, to track metrics, productivity data, coaching sessions scheduling and other data as required.
• Types letters, reports, meeting minutes, and other information as requested. Responsible for organizing and typing projects as needed. Xeroxes reports, articles, evaluations, etc. for the Skills Advancement Coaching Program.
• Performs other duties as assigned.

Requirements

• Education: High School or equivalent.
• Related Work Experience: A minimum of 5 years of progressive secretarial experience.
• No licensure or certification required.

Skills