Essential Functions (Overview)
Answer incoming calls and take messages/transfers to the designated parties in a pleasant and professional manner
Greet visitors and clients
Sort and distribute correspondence and daily mail
Render clerical assistance in the form of copying, typing, etc.
Prepare material/packages for mailing or overnight delivery
Keep track of supply inventory and places orders
Maintain resume and emergency contact database
Responsible for implementing and adhering to the Quality System
Perform non-routine tasks as necessary for the office
Review daily center email and distribute to the appropriate staff members
Reply daily to emails regarding general center operations including: workshop schedules, introduction to service, hours of operation, recruitment dates and times etc...
Collect and sort U.S. mail. Distribute mail to DOL as well as center staff
Enter CIF's daily
Collect CIF's from the Career Advisor Coordinator
Enter Client data from CIF into Workforce1
Enter CIF information into the tracking tool located in Staff Files
File CIF hard copies in the file room by date
Attain the weekly recruitment calendar from the Senior Recruitment Manager
Place ads for recruitment events the day prior to event
Place ads for Monday recruitments on the previous Thursday
Create ads based on the specific job description in accordance with SBS branding guidelines
Post ads on Craigslist and save ads to "craigslist folder" for future use
Copy ad and post to SI Live - Post every individual open position to SI Live
Ascertain if any additional sources of advertising will be utilized
Post additional ads
Gather receipts from expansion centers
Save and forward receipts to Director/Deputy Director for expense reporting to EDSI home office via Concur
Cover the front desk daily to relieve receptionist during lunch
Occurs daily at 2 pm as well as every other Friday during the receptionists flex
Check clients into resource room
Make copies for clients
Send faxes when requested
Refer jobseekers to appropriate staff members
Monitor recruitment traffic and sign in sheet
Maintain room assignment calendar
Attain recruitment calendar from Senior Recruitment manager
Attain DOL class schedule from DOL rep (currently Sharrie Harrington)
Consult outlook for current room requests
Assign rooms based on availability and need taking into consideration the size and technical capability of rooms
Attend leadership meeting and take notes
Create from notes action steps for leadership
Type action steps and send to the Director for approval
Distribute approved action steps to leadership via email
Submit purchase orders(as needed)
Fill out Purchase order request form located on the Intranet in the ISO forms file
Submit form to the Director for approval
Scan and email approved form to Linda Breuer at the Dearborn office
Perform reengagement calls to meet self-placement goal
Inventory and Supplies (as needed)
Required to be an effective communicator both written and oral.
Experienced in answering telephones in a courteous, efficient and professional manner.
Good interpersonal skills.
Knowledge of various types of office equipment.
Previous office experience.
Basic computer skills required.
Keyword: Administrative Assistant
From: Educational Data Systems Incorporated