Administrative Specialist

Administrative Specialist

The Administrative Specialist provides administrative and coordination support for the American Job Centers (AJCs) serving the 34-county Western and Central Oklahoma workforce region. Primary responsibilities include partner communication, meeting coordination, data tracking and reporting, accessibility coordination, technology support, and maintaining documentation related to workforce center operations.

This position serves as a key administrative resource to workforce partners and leadership by facilitating communication, tracking action items, supporting reporting requirements, and assisting with special projects that support an integrated workforce service delivery system. The ideal candidate is highly organized, detail-oriented, technologically proficient, and capable of managing multiple priorities while maintaining accurate records and professional relationships with workforce system partners.

Administrative Support

• Maintain files, records, reports, and documentation related to workforce center operations and partner activities.
• Assist with data collection, tracking, analysis, and report preparation.
• Enter and maintain information in spreadsheets, databases, and reporting systems.
• Prepare meeting materials, agendas, presentations, and supporting documentation.
• Maintain calendars and coordinate scheduling for meetings, trainings, and partner events.
• Organize and maintain electronic and paper filing systems.
• Assist leadership with administrative projects and assignments.

Meeting & Partner Coordination

• Coordinate and participate in virtual and in-person meetings with workforce partners, Board staff, and service providers.
• Prepare meeting invitations, agendas, materials, and follow-up communications.
• Record meeting notes and maintain action-item tracking logs.
• Monitor progress on assigned action items and communicate updates as needed.
• Serve as a point of contact for routine communications among workforce system partners.
• Support collaboration and information sharing among co-located and affiliate American Job Center partners.

Data Tracking & Reporting

• Compile, review, and maintain operational and partner activity reports.
• Track partner participation, center activities, and workforce system initiatives.
• Assist with gathering documentation needed for monitoring reviews, audits, and compliance activities.
• Ensure timely and accurate submission of required reports and supporting documentation.
• Maintain reporting dashboards, tracking tools, and related records.

Accessibility & Technology Support

• Assist in coordinating accessibility resources and accommodations for American Job Centers.
• Support compliance with accessibility standards by maintaining documentation and resource inventories.
• Coordinate Language Line services and other accessibility resources as needed.
• Assist with technology-related needs, including virtual meeting platforms, conference room technology, and resource room equipment.
• Track and report technology issues to appropriate support personnel.
• Maintain inventories of technology and accessibility resources.

Qualifications

Education: High school diploma or GED, or 1-2 years of experience in a Workforce environment or coordination/planning experience

• AA or BA preferred
• Experience: Significant demonstrable experience and/or training in providing administrative support functions to multi-layered projects
• Skills/Abilities: Ability to clearly and concisely communicate with staff and leadership via presentations, in person, telephone, written and oral
• Must be accustomed to working in a complex, fast-paced and confidential work environment
• Excellent verbal and written communication skills including ability to do public speaking
• Demonstrated ability to use various software programs (Microsoft Office) for correspondence, reports, statistical compilation, analysis, and database access
• The ability to maintain confidentiality is a must

Additional Information

Dynamic Workforce Solutions is committed to providing an environment that is free from unlawful discrimination and harassment in any form. It is our policy to comply with all applicable laws that provide equal opportunity in employment for all persons.

We believe that every role matters and that every customer, both internal and external, should feel empowered to be the best that they can be. Dynamic Workforce Solutions is a place where passion meets purpose and results in excellence.

Equal Opportunity Employer

APM, including Equus Workforce Solutions, Ross Innovative Employment Solutions, Dynamic Workforce Solutions, DESI, AGELIC, and Grant Associates, is committed to providing equal employment opportunities to all applicants and employees. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law.

APM is committed to providing reasonable accommodations to qualified individuals with disabilities throughout the application and hiring process. If you require a reasonable accommodation during the application, interview, or selection process, please contact View email address on click.appcast.io.