CDSS Administrative Assistant

Job Description

Job Description

SUMMARY OF POSITION FUNCTION:

Performs complex administrative duties and provides comprehensive administrative support to a department head and/or manager, ensuring the efficient operation of departmental functions.

MAJOR DUTIES AND RESPONSIBILITIES:

• Composes and prepares routine correspondence for review and signature.

• Establishes, maintains, and safeguards confidential files, records, and documentation.

• Proofreads documents and corrects grammatical, punctuation, spelling, and formatting errors.

• Maintains calendars, schedules appointments, processes incoming and outgoing mail and faxes, and follows up on action items and deadlines.

• Attends departmental meetings; records, prepares, and distributes meeting minutes as required.

• Assists with the orientation of new personnel regarding Job Corps and Center policies and procedures.

• Answers and screens telephone calls and directs inquiries to the appropriate individual or department.

• Orders, maintains, and inventories office supplies and equipment to ensure efficient departmental operations.

• Operates office equipment and provides instruction to staff on the proper use of office machines as needed.

• Assists the Center in achieving OMS goals and objectives while ensuring strict adherence to the Zero Tolerance Policy.

• Promotes a positive work environment by demonstrating Career Success Standards, professionalism, and the Center's core values.

Note: This job description is not intended to be all-inclusive. Employee may perform other related duties as needed to meet the ongoing needs of the organization.

SKILLS/COMPETENCIES:

• Ability to generate standard business letters, forms, contracts, proposals, presentations, etc. Strong understanding of and ability to use internet search engines
• Excellent interpersonal skills and communication skills both verbal and written
• Meticulous documentation/recording skills and attention to detail; excellent time management and organizational skills
• Ability to handle multiple tasks
• Proficient in the use of computer software such as MSWord, Excel, Power Point, Desktop Publishing, Outlook, etc.
• Ability to operate office equipment

EDUCATION REQUIREMENTS:

• High School Diploma or equivalent.

EXPERIENCE:

• Three years work-related experience.

OTHER:

• Must possess a valid Driver’s License with an acceptable driving record.

ADA REQUIREMENTS:

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose an undue hardship on the company.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The term "qualified individual with a disability" means an individual with a disability who, with or without reasonable accommodation, can perform the essential functions of the position.

PHYSICAL ACTIVITIES :

• Reading, writing and communicating fluently in English
• Hearing and speaking to express ideas and/or exchange information in person or over the telephone
• Seeing to read labels, posters, documents, PC screens, etc.
• Sitting, standing, moving about or walking for occasional or frequent periods of time
• Dexterity of hands and fingers to operate a computer keyboard and other office equipment
• Kneeling, bending at the waist, stooping and reaching overhead
• Retrieving and storing files and supplies; occasionally carrying and/or lifting light objects

WORKING CONDITIONS:

• Campus and general office setting
• Indoor and outdoor environment

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