Human Learning Systems Position Description
Position Title: CDSS Administrative Assistant
Location: Gerald R. Ford Job Corps Center
Reports To: Counseling (CDSS) Manager
The Administrative Assistant position provides support for a U.S Department of Labor Job Corps contractor. The Job Corps program is a federally-funded residential training program. The mission of Job Corps is to provide career-ready technical and academic training and job placement assistance to program eligible youth ages 16-24.
Summary of Duties: The Administrative Assistant is responsible for performing a wide range of administrative duties and provides office support activities to facilitate the efficient operation of the center.
The Administrative Assistant Must:
- Exhibit positive customer service behavior in every day work interactions.
- Demonstrate a courteous and respectful attitude to internal workforce and external customers.
- Communicate accurately and appropriately.
- Handle difficult situations in a discreet and professional manner.
- Computer competent, including Microsoft Office Skills and Internet research skills.
- Excellent interpersonal skills, strong communication, and organizational skills.
- Ability to work well with center management, students and staff, as well as community partners.
Key Areas of Responsibilities:
- Promotes the Department initiatives and functions.
- Maintains integrity guidelines and ensure that data is not manipulated.
- Handles incoming e-mails, calls, voicemail messages, and mail, and prepares information for efficient distribution and action as necessary.
- Uses common courtesy when greeting visitors and answering phones.
- Schedules appointments.
- Provides necessary information to department and manager to ensure timely response by either.
- Keeps updates on Job Corps notices and ensures department responds as necessary.
- Completes copying, typing and filing as requested and needed.
- Produces legible copies of requested materials.
- Proof-reads typed documents prior to returning to originator.
- Types SOPs, plans, meeting minutes, agenda memos, reports, correspondence, newsletters and any other item as directed.
- Demonstrates the ability to compile and organize data as requested.
- Schedules and organizes activities such as meetings and use of the conference/meeting rooms.
- Manages calendars as needed.
- Attends and accurately transcribes meeting minutes.
- Maintains procedures and controls to promote communication and adequate information flow.
- Composes, prepares and sends correspondence.
- Demonstrates the ability to perform secretarial duties, i.e., typing, dictation, correspondence, preparing reports, memos.
- Answers the telephone in a professional manner; directs calls appropriately.
- Communicates appropriately and clearly to the supervisor and co-workers.
- Maintains a good working relationship both within the department and with other departments.
- Establishes self as a resource person within the department, in relating to students and to staff across the center.
- Demonstrate the ability to schedule meetings between departments, directors/supervisors.
- Demonstrates the ability to be flexible, organized and function under stressful situations.
- Organizes team meetings, agendas and lunches.
Education and Experience
High School Diploma or equivalency. Associates Degree preferred, with two years of experience. Will accept extensive experience in lieu of degree. Must possess computer proficiency and excellent communication skills,
Certifications, Licenses, Registration
Valid state driver’s license; CPR/First Aid certifications
Gerald R. Ford Job Corps Center is a equal employment opportunity employer.