Administrative Assistant (McAlester)

Position Summary

The Administrative Assistant provides administrative support to the SNAP Employment and Training program. This program aims to engage able-bodied recipients of food benefits in meaningful work-related activities leading to paid employment and reduced reliance on assistance programs. The Administrative Assistant also contributes to Public Strategies mission by building and fostering strong relationships with community service providers and others committed to making significant, measurable, and sustainable impacts.

About the Role

This position offers support related to the overall management and daily operations of the program, including producing reports, managing calendars, creating correspondence and documents, conducting screening calls, and assisting with various logistical tasks.

Responsibilities

• Greet all visitors and answer/direct phone calls
• Coordinate office functions with other departments
• Maintain accurate referral records
• Provide daily organizational and operational support to team members
• Create a professional and pleasant environment for clients and potential clients
• Assist in areas contributing to the long-term success of the program and its participants

Requirements

• Strong attention to detail
• Excellent oral and written communication skills
• Organization and critical thinking abilities
• Dependability

Essential Job Functions

• Support overall management and daily operations of the program
• Produce standard reports from the data management system and perform data entry and quality assurance checks
• Manage office and staff calendars
• Create and maintain client referral information
• Enter and maintain accurate electronic records
• Conduct screening calls with referred clients and assist with scheduling intakes, orientations, and assessments
• Conduct quality assurance calls with participants and community partners, including employers
• Conduct case file reviews as a quality check for key performance indicators
• Absorb and deliver information, resources, and materials related to the program
• Coordinate logistics for on and off-site meetings and events
• Answer and direct all incoming calls, take and deliver messages as appropriate
• Schedule required maintenance for all equipment
• Conduct workforce-related research and assist with data compilation
• Prepare all outgoing mail, including scheduling pick-ups and deliveries to offsite postal facilities
• Manage inventory and order supplies for program staff and events as needed
• Assist with other program services and other duties as assigned

Education/Training

• Bachelor's degree, preferred
• High School Diploma or equivalent plus some college required

Experience

• Prior experience working in an administrative or receptionist capacity, preferred
• Proficiency in Microsoft Office, including but not limited to Excel, Word, PowerPoint, and Outlook, required
• Experience working with database/management information systems, preferred
• Familiarity with workforce development or similar programs, preferred

Special Requirements

• Ability to work flexible hours

Essential Physical Requirements

• Sufficient mobility and strength to move about the facility
• Ability to be mobile throughout the community