Administrative Assistant/Bookkeeping

Job Duties

• Performs general administrative duties and data entry.
• Work primarily in a defined office environment with specified hours, although flexible hours including overtime may be required; interact one on one and in groups with individuals from a diverse range of backgrounds.
• Answer telephones, direct calls and take messages.
• Compile, copy, sort, and file records.
• Complete and mail letters or other pertinent information.
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers.
• Compute, record, and proofread data and other information, such as records or reports.
• Open, sort and route incoming mail, answer correspondence, and prepare outgoing mail.
• Review files, records, and other documents to obtain information to respond to requests.
• Deliver messages and run errands.
• Inventory and order materials, supplies, and services.
• Maintain calendars and arrange appointments.
• Process and prepare documents, such as business or government forms and letters.
• Count, weigh, measure, and/or organize materials.
• Train other staff members to perform work activities.
• Knowledge of the services available in the center and how to utilize them.
• Knowledge of criteria for assessing customers for referral to Enhanced Services and the processes for doing so.
• Knowledge of the WD Board Operating Policies and Procedures and all applicable program laws and regulations.
• Knowledge of community and program services and resources necessary to serve assigned customers.
• Ability to navigate the WIT and TWIST systems.
• Ability to pro-actively monitor customer progress and connect customers to the appropriate resources to assist them in making progress.
• Ability to use Microsoft Office Applications, particularly Word, Excel and PowerPoint.
• At local level, provides fiscal support for office operations and activities;
• Assists with contract budget monitoring.
• Examines accounting records for accuracy.
• Monitor and track monthly WIOA training enrollments;
• Updates and maintains ITA report;
• Maintain and track inventory of transportation gas cards and bus passes;
• Prepare monthly transportation report, for board and staff;
• Review staff mileage submissions, travel forms, participant support service requests to assess accuracy and adherence to established procedures and guidelines;
• Prepare and process AP invoices for review and payment;
• Assist with monitor and auditor requests, as needed;
• Maintain effective relationships with all employees, all management levels as well as external entities;
• Attend meetings/training as needed;
• Perform other duties as assigned.