Administrative Assistant - CDSS

Description

Job Summary: Provides administrative support and coordinates office services such as purchasing, payroll, records control, and other administrative activities. Ensures student schedules are prepared and distributed for each training week. Reviews and reconciles CDSS student accountability daily. 

DUTIES:

• Provides clerical and administrative support.
• Coordinates all center activities and functions related to student scheduling, including the development, production, and distribution of all pertinent documentation.
• Responsible for reconciling student accountability for CDSS.  
• Promptly, accurately, professionally and courteously receives all telephone calls and visitors. Relays calls/inquiries to appropriate individuals.
• Ensures timely submittal of all reports and documentation.
• Exercises judgment and discretion in such matters as preparation of correspondence, reports, and accumulation of data.
• Responsible for the maintenance of filing systems, statistical records, telephone com¬munications, clerical support, and internal/external document flow. 
• Types reports, letters, and any other correspondence necessary for the operation of the department. 
• Adept at using all features of the telephone system and voice mail.
• Complies with safety practices and performs safety inspections in areas of responsibility. 
• Drafts forms, composes form letters, and compiles factual reports which require judgment and originality.
• Order necessary supplies and equipment.
• Coordinates activities between departments.
• Follows CDSS plan and procedure daily.
• Gathers and requests or provides factual information requiring references to a variety of sources.
• Signs for deliveries when necessary and notifies recipients. Screen, sort mail and deliver incoming mail and prepares FedEx packages.
• Schedules appointments, exercising judgment concerning priority.
• Maintains appropriate records, which may include scheduling and vouchering of requisitions and invoices.
• Compiles with all Department of labor (DOL) guidelines, Job Corp notices, and Insights Training Group, LLC policies and procedures.
• Adheres to required property control policies and procedures.
• Models, mentors, and monitors appropriate career success standards. 
• Participates in all staff training as mandated by supervisor
• Performs other duties as assigned within the individual’s scope and capabilities.

Requirements

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions. Above average public speaking skills and experience in same; above average verbal and written skills; Above average problem-solving skills; computer literacy specifically Internet, Email, Microsoft Word, Excel and Outlook.

Experience: Minimum of one-year administrative experience preferred. Must possess intermediate computer skills and be proficient with word processing and spreadsheets software programs.

Education: High School Diploma or General Education Diploma (GED) or equivalent combination of education and experience.

Certificates, Licenses, Registrations: Valid State Driver’s License

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand and walk; to reach with hands and arms and talk and listen. The employee is occasionally required to sit; to use hands to finger, handle, or feel; to taste and to smell. The employee must be able to occasionally lift and /or move up to 25 pounds. Specific vision capabilities required by this job includes close vision, distance vision and peripheral vision.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee is occasionally exposed to outdoor weather conditions. The noise level can vary from moderate to loud.

This job description is not intended to be all-inclusive. Therefore, the employee may be requested to perform other reasonable related duties as assigned by the immediate supervisor and other management as required.

The company reserves the right to revise or change job duties as business requirements dictate. It is mutually agreed that the job description does not constitute a written or implied contract of employment. It is also understood that the company reserves the right to change work schedules as required, including overtime.

We offer equal employment opportunities to all persons without discrimination on the basis of race, color, religion, age, sex (including gender identity and sexual orientation), genetic information, national origin, citizenship status, pregnancy and related medical conditions, physical or mental disability, or past, present, or future service in the Uniformed Services of the U.S., or any other legally protected status.