Administrative Assistant
Educational Data Systems Incorporated - Staten Island, NY

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Job Descriptions:
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

Data Entry

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

Tasks

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

Advertising

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

Answer phones

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 Experience:
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

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