Job Details

Human Learning Systems Position Description

ADMINISTRATIVE ASSISTANT

Position Title: CDSS Administrative Assistant

FSLA: Non-Exempt

Location: Gerald R. Ford Job Corps Center

Department: CDSS

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.

Credentials:

Gerald R. Ford Job Corps Center is a equal employment opportunity employer.