Administrative Assistant to the Center Director

Description

Provides administrative support to the Center Director.

• Composes routine and general type correspondence requiring knowledge of the subject matter.

• Answers and screens incoming calls to Center Director’s office and screens visitors.

• Arranges meetings and appointments and keeps Center Director advised of scheduled appointments and commitments.

• Reviews incoming and outgoing correspondence, distributes the same, making notes as to the action taken, and follows up on commitments and assignments.

• Contact Directors to relay information from the Administrative Office.

• Edits correspondence from various departments written for Center Director’s signature.

• Develops modifies and maintains a comprehensive filing system. Responsible for file security and purging files periodically based on what the Center Director considers no longer of value to the office.

• Maintains reports control log; reminds management staff of pending due dates.

• Maintains significant incident report log; reminds responsible staff of pending due dates.

• Prepares special reports by pulling data from the Job Corps Suite of Applications.

• Obtains departmental information to prepare PPT presentations for meetings, assessments, or other events.

• Attends meetings, prepares and distributes minutes of these meetings.

• Keeps record of all reports sent from Center and ensures they are mailed on a proper date and develops tickler system to ensure timely submission of responses requested from The Bizzell Group and DOL.

• Continual support and adherence to the CDSS/CSS/BMS Plan which ensures that the ePCDP is used in a timely, continual, and effective manner to help support students.

• Ensures the safety, health, and security of students, staff, and property.

• Complies with all DOL guidelines, OFCCP regulations, Job Corps notices and bulletins, and Center policies and procedures.

• Maintains good housekeeping in all areas and complies with safety practices.

• Follows CDSS plan and Code of Conduct system daily.

• Models, mentors, monitors appropriate Career Success Standards.

• Participation in PRH mandated staff training is mandatory. Failure to participate may result in disciplinary action up to and including termination.

• Performs other duties as assigned.

Requirements

Effective Communication

• Presents information both clearly and concisely and regularly confirms the correct interpretation of information.

• Very high standard of communication skills both written and oral for the presentation of facts and ideas.

• Written communication must be clear, concise, easy to read and comprehend.

Organization of Work

• Demonstrates the ability to handle several projects simultaneously.

• Implements the key principles of time management, task allocation, and priority assignment in addition to personal organization.

• Continually seek ways to improve the service provided via the development of professional skills and personal growth.

• Initiates and responds to suggestions for improving service.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions.

Proficiency with advanced Microsoft Office applications including Word, PowerPoint, and Excel.

Computer Literacy with basic computer functions, email, internet, and basic programs such as Adobe Acrobat.

Experience

One-year administrative assistant experience required.

Education

A high school diploma or general education degree (GED) required. Associates in Business Degree preferred.

Certificates, Licenses, Registrations

Valid State Driver’s License.