Administrative Assistant (Temporary Position)

This is for a temporary position to cover for an employee on leave. This position is expected to last 85 days and may be extended if needed.

NO PHONE CALLS OR IN-PERSON APPLICATIONS PLEASE. IF YOU HAVE QUESTION, PLEASE SEND A MESSAGE THROUGH THIS POSTING.

Summary

The General Administrative Assistant supports the 290 Training Center by facilitating the apprenticeship program's needs. General Administrative Assistants are assigned specific responsibilities and are cross-trained to cover for other General Administrative Assistants; cross-training is assigned based on skills and experience.

Reports to: Administrative Office Manager

Status: Full-time temporary

Direct Reports: None

Union: Local 11 - position will be required to get a Local 11 work permit provided by the Union

Pay: $31.12 per hour

Benefits: None

Core Functions and Activities

• General Activities
• Data entry, scanning, filing
• Answering phones
• Responding to emails
• Answering questions
• Receiving and directing mail and deliveries
• Cross-trained in other assigned duties depending on skill and ability

Assigned duties

• Each General Admin is responsible for one or more of the following;
• Scheduling and responding to questions about Journey Worker Training
• Apprentice class scheduling through the Master Student Listing
• Website updates
• Accounts Receivables and Invoicing for the organization
• Veterans Program assistance
• Documenting Instructor Certifications
• Apprentice Attendance tracking, scheduling make-up, referring apprentice to remediation
• Assign staff emails
• Assign apprentice emails
• Troubleshooting technical issues for apprentices, including email troubleshooting and account access
• Invoicing apprentices
• Collecting payments from apprentices for books, fees
• iPad tracking and management
• Badging for Apprentices and Staff
• Entering end of term grades into Union Manager
• Entering test questions in forms
• Special event support, including the Apprentice contest and Graduation

Other Projects, Duties and Activities will be assigned or updated as needed

Knowledge, Skills, and Abilities

• Self-directed in work and meets deliverables and deadlines
• Strong customer service acumen, timely and helpful responses to others’ needs
• Ability to respond positively and de-escalate difficult customer service issues
• Demonstrable organizational skills with attention to detail
• Effective communicator who can connect with most people, is responsive to others, shares information and includes the right people in decision making and conversations
• Creative problem solver
• Collaborative and approachable
• Ability to manage several competing priorities

Experience

• 1-2 years of experience working in an office environment

Education and Skills:

• Intermediate to advanced Excel and Word skills required
• Intermediate Outlook skills required
• Understanding of Management Systems such as Union Manager, demonstrated ability to learn new complex systems and networks required
• High School Diploma or higher preferred

The following work activities will be preferred and helpful:

• Some work in light bookkeeping
• Previous work as a receptionist

Industry Knowledge that will be helpful but not required:

• Unions and Apprenticeship Programs
• Trade School or Higher Education Program Operations

Environment

This position is on site, and is primarily seated at a computer and talking on a phone, some walking, bending, and lifting to 25 lbs. The main campus where the job mostly takes place is flat, some walking is required.

Travel

There is little to no travel anticipated with this position.

ADA Statement

Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

EEO (Equal Employment Opportunities) Statement

The 290 Training Center Trust provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, or status as a veteran or disabled veteran, or any other protected status in accordance with applicable local, state, and federal laws. In addition, the organization complies with applicable state and local laws governing nondiscrimination in employment in every location in which the organization has facilities or job sites. This policy applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.

Job Type: Full-time

Pay: $31.12 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Office Administration: 1 year (Required)
• Information database system: 1 year (Preferred)
• Microsoft Office: 1 year (Required)
• Receptionist: 1 year (Preferred)
• Apprenticeship Program Administration: 1 year (Preferred)

Work Location: In person