Administrative Assistant

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Full Time Grand Rapids, MI, US

30+ days ago Requisition

Position Title:

Administrative Assistant

FLSA:
Non-Exempt

Location:

Gerald R. Ford Job Corps Center, Grand Rapids, MI

Reports To:

Administration Services Director

The Administrative Assistant 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 basic skills (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

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

Displays management effectiveness:
Builds pride and commitment through effective teamwork and collaboration. Adheres to established company policies and procedures, and supports all programs. Delivers timely coaching and conducts employee evaluations when scheduled. Makes effective use of time, materials and resources by planning, scheduling and organizing work. Communicates in an open and honest manner. Sets appropriate performance goals for staff.

Demonstrates excellent decision-making and problem-solving skills:
Hires and promotes employees based on sound decision-making ability. Improves processes within department, emphasizing quality and efficiency. Anticipates and resolves problems, demonstrating good judgment. Provides leadership in developing and implementing solutions.

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 Others:
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 throug 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…