OA/CTS Support Specialist

Brief Description of Duties

• Perform a variety of administrative/clerical duties, including dictation and transcription of correspondence, reports and other documents.
• Receive telephone calls and visitors; tactfully refer them to the proper individual if the OA/CTS manager is not available.
• Maintain calendar of events, schedules, appointments and take minutes of meetings.
• Cook up meeting arrangements such as time, place, attendees and matter(s) to be discussed.
• Review and audit all assigned areas regularly for contractual compliance and effectiveness of delivery of services to students. Prepare related reports.
• Maintain correspondence control log and coordinate preparation of special reports.
• Maintain central library of required documents, handbooks, directives, and center operation procedures; ensure distribution to designated staff.
• Act as liaison between the coordinator and staff, community contacts and the customer.
• Receive, log, and review all applicant folders and placement forms for eligibility, completeness, and accuracy.
• Condense, summarize and prepare major operational data for review by the manager; prepare data with regard to performance standards and contractual goals and requirements for review by the manager; develop, coordinate and operate systems required by the manager to plan and evaluate project performance.
• Maintain data processing system and communications system.
• Participate in outreach activities; maintain communications with and provide information to community groups, school counselors, military recruiters and other service agencies; recruit and screen a designated number of arrivals.
• Conduct job development activities with employers, military recruiters, job service offices and other employing organizations; gather job market information to be used in the placement of students; provide job counseling and job search and place a designated number of students during the career transition period; provide presentations and information to local employers that can assist in the placement and job development of students.
• Perform other duties as assigned.

Qualifications

• Proficiency with advanced Microsoft Office applications including Word, Power Point, Outlook, and Excel.
• Computer Literacy with basic computer functions, email, internet, and basic programs such as Adobe Acrobat.
• Knowledge of career.
• High level of communication, interpersonal skills, and organizational skills.
• Extensive knowledge of standard office practices and procedures. Skill in operation of variety of office machines.
• Ability to work in fast paced deadline-oriented situation.