Administrative Assistant

Administrative Assistant

Provides administrative and technical support for training operations by managing databases (SLMS, Fed Provider), coordinating courses and records, handling correspondence, and maintaining office systems and communications.

Key Responsibilities:

• Use of various information technology applications such as email, database, spreadsheets, and word processing applications (including Microsoft Office Suite and Oracle Peoplesoft)
• Composes, types, and distributes correspondence, and reports.
• Sets up and manages paper and electronic filing systems
• Creates, maintains, and enters information into spreadsheets and databases: (SLMS, Client Designations, Fed Provider)
• Updates SLMS and Fed Provider database as changes are made to enrollments, find replacements for classes, inform Fed providers of changes, track, collect and record certificates/attestations for completed classes (in SLMS)
• Creates and maintains SLMS courses and classes for Fed Provider and NAIC
• Maintains records for Fed Provider and NAIC courses
• Track, collect and record certificates/attestations for completed classes
• Answers telephone; give information to callers, takes messages, and transfers calls to appropriate individuals.
• Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons. Enters visitor information into Building Security system.
• Operates office equipment such as printers, scanners, copiers, etc.; and arranges for repairs when equipment malfunctions.
• Manage Training Unit correspondence and mail/ Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries and mails various items including letters, reports, and training materials; and prepares packages and arranges for them to be shipped o Completes forms in accordance with agency procedures.
• Locates and attaches appropriate files/makes copies of various documents, places them in proper files, and distributes them to appropriate staff
• Manage the Training Unit shared email accounts: handles inquiries from staff or forwards them to program managers.
• Locates and attaches appropriate files to incoming correspondence requiring replies.
• Files completed inquiries.
• Schedules and confirms appointments for clients, customers, or supervisors.
• Creates and Maintains SLMS records for these learning events and provides staff with certificates as needed.
• Manages Training resources (rooms and equipment).
• Manages training rooms and resources, coordinates with Office Services and IT Helpdesk on rooms requests/ Communicates with Office Services and IT Helpdesk to ensure that room resources/technology are in working order and submits requests for maintenance/ assistance when necessary.
• Searches for information using various sources including the internet.
• Participates in projects or contributes to committee or teamwork.

Minimum Qualifications:

• Bachelor's Degree OR
• High School / High School Equivalency Diploma with two years of experience in administrative support.
• Two years of Microsoft Office Suite experience.
• Two years of database software experience.

Preferred skills/abilities:

Proficiency in various information technology applications such as email, database, spreadsheets, and word processing applications (including Microsoft Office Suite and Oracle Peoplesoft). Familiarity with virtual meeting platforms (Webex, Teams, Adobe Connect, etc).

Cogent Infotech is a leading tech consulting firm headquartered in Pittsburgh, PA, offering cutting-edge digital transformation solutions in Cloud, Cybersecurity, Data Analytics and AI. ISO-certified and CMMI Level 3 appraised, we proudly partner with 70+ Fortune 500 companies and 150+ government agencies. Cogent is an equal opportunity employer and does not discriminate based on any protected status under applicable law.