Scheduling/Administrative Assistant

The Administrative Secretary position provides administrative 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:

Provides administrative support to the assigned department. Performs a variety of clerical and administrative duties, managing a large volume of tasks while projecting a professional image that inspires confidence and trust in compliance with Department of Labor (DOL) and HLS directives.

Key Areas of Responsibilities:

• Follows all guidelines, policies, and procedures set forth by the Department of Labor/Job Corps and HLS
• Coordinates manager’s schedule and appointments, handles logistics for large meetings and for travel
• Responsible for the students’ training schedule: Ensures that each trainee has an accurate schedule that meets the DOL, Corporate and Center requirements. Ensures that schedules are completed, posted, and distributed the by noon on the day before the new schedule begins.
• Responsible for the students’ daily accountability: Ensures that the daily accountability system is administered by DOL, Corporate and Center policy. Ensures that information is completed, posted, and reconciled as appropriate.
• Receive telephone calls and visitors; handle routine matters personally and route non-routine business to proper staff.
• Maintain calendar and schedule appointments.
• Act as liaison between designated administrator/manager and other center staff.
• Maintain correspondence control log, receive incoming and outgoing mail and follow up on dates for action items.
• Maintain and update automated student records system.
• Provide form control functions, including form revision and development; monitor supplies and reorder as needed.
• Perform a variety of clerical and administrative duties; prepare special reports, maintain files and records, statistical data, make travel arrangements as required. Types correspondence, reports, and memos; creates and maintains databases and spread-sheet files; opens and routes incoming mail, prepares outgoing mail.
• Perform secretarial duties including typing of correspondence and other materials.
• Maintain a safe and clean work area that models high standards for a work environment.
• Provide positive, quality customer service to students, staff and other center customers.
• Support and promote center zero tolerance policies.
• Maintain accountability of staff, student and property; adhere to safety practices; attend all required trainings.
• Manage time effectively by using work plans to prioritize competing and interdependent tasks
• Represents supervisor in key meetings, including taking of minutes and providing de- briefs when appropriate
• Provides oversight support in the management of ongoing projects
• Maintains filing system and keeps files up to date
• Posts information to confidential records
• Answers questions concerning the organization or department, or refers person to other source of information
• Monitors Student’s Behavior: Ensures proper conduct of students in all areas.
• Assists staff with behavior problems coordinating referrals to PBSO as required.
• Creates methods and programs to motivate constructive student behavior.
• Maintains awareness of the individual needs of various minority and cultural groups.
• Monitors accountability process.
• Develops Students: Establishes high level of mutual trust and support with others. Expresses positive expectations of others, even in difficult situations. Creates a learning atmosphere. Reassures and encourages performance improvement. Provides timely coaching. Identifies successes and areas of improvement. Participates on a center committee.
• Teamwork: Builds pride and commitment though effective teamwork and collaboration. Adheres to established company policies and procedures, and supports all programs. Makes effective use of time, materials and resources by planning, scheduling and organizing work. Communicates in an open and honest manner.
• Demonstrates excellent decision-making and problem-solving skills: Anticipates and resolves problems, demonstrating good judgment.
• Modeling, Mentoring and Monitoring: Demonstrates on-going commitment to preparing young people for the workforce by modeling, mentoring and monitoring excellence in the eight Career Success Standards of: workplace relationships and ethics; information management; communications; multicultural awareness; personal growth and development; career and personal planning, and; interpersonal skills; independent living.
• Career Management Team (CMT): Contributes to the success of students by participating in the CMT process. The CMT is responsible for students’ successful matriculation through the Job Corps program from CDP (Career Development Phase) through Career which includes receipt of the academic, CTT, employability, Career Success Standards, and social skills necessary to attain and maintain a viable post-Center placement. Teams are required to ensure that each graduate receives a placement within 9 months of separating from the program as well as complete a successful 6 and 12 month survey. CMT will responsible to ensure that the following areas are functioning within each CMT: CTTRC, Projected Separations, High School Equivalency, CTT and CTT Credential, Literacy and Numeracy TABE, Evaluation of Student Progress, WBL, Career Transitions Readiness, CSS, Employability Skills, Contextual Learning, Career Transitions/Career.
• Workplace Standards: Maintains required certifications and/or licenses including a valid driver’s license and insurance when required by position. Does not engage in activities other than official business during working hours. Reports significant/major incidents or accidents. Cooperates in external/internal investigations as requested. Completes PRH, Corporate and Center training as required and demonstrates competencies accordingly. Complies with DOL, Corporate and Center guidelines.

Credentials:

Education and Experience

BA/BS preferred, but some college acceptable. A basic understanding of business operations is essential, with a minimum of 5 years proven administrative support background and a minimum of 2 years spent supporting at the Executive Level.

Must possess excellent organizational and project management skills and must be proficient with MS Office including Word, Excel, PowerPoint and Outlook. Should be familiar with Internet

Certifications, Licenses, Registration

Valid state driver’s license;

Physical Demand

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 talk and listen, sit, stand, and walk; to reach with hands, arms, as well as use hands to finger, handle or feel, to taste and smell. The employee must be able to occasionally lift and/or move up to 50 pounds. Specific vision capabilities required by this job include; close, distance and peripheral vision.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and government regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Work Environment

The work environment characteristics described here are representative of what employee encounters while performing the essential functions of this job. Must maintain a safe and healthy workplace. Make daily safety inspections as needed, follow the safe work practices. 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 occasionally exposed to outdoor weather conditions. The noise level can vary from moderate to loud.