Admin Support Assistant III

Administrative Support Assistant III

This is a time-limited position. The Administrative Support Assistant III serves as the primary administrative support for the Project SEARCH Program Manager and assists with the daily operation of Project SEARCH programs across the state. This position is responsible for coordinating administrative processes, maintaining accurate records, monitoring deadlines, and ensuring that required documentation moves efficiently among agency staff, Project SEARCH sites, providers, and community partners. The employee will exercise independent judgment in organizing work and completing established administrative processes.

Primary responsibilities include:

• Process all Job Skills Trainer payroll, invoices, time sheets, and supporting documentation.
• Verify service dates, approved hours, payment rates, authorizations, signatures, and other required information before submitting documentation for approval.
• Maintain a tracking system for Job Skills Trainer payroll submissions, corrections, approvals, and payment status.
• Communicate with Job Skills Trainers, providers, counselors, and program staff to resolve incomplete or inaccurate payment documentation.
• Receive, record, and monitor Project SEARCH referrals from initial submission through final disposition.
• Review referral packets for completeness and follow up with counselors, Project SEARCH staff, and other appropriate personnel regarding missing information.
• Maintain current referral information for each Project SEARCH site and provide routine status reports to the Project SEARCH Program Manager.
• Identify delayed or incomplete referrals and elevate concerns requiring programmatic review.
• Coordinate the Project SEARCH Memorandum of Understanding process through the agency's Contracts and Procurement Officer.
• Gather required partner information, program responsibilities, scopes of work, contact information, and supporting documents needed to initiate or update an MOU.
• Route MOU documentation to the Contracts and Procurement Officer for review and processing.
• Track proposed MOUs through review, revision, signature, execution, renewal, and closure.
• Follow up with agency personnel, school districts, host businesses, and other partners regarding outstanding documents, requested revisions, and signatures.
• Maintain an organized record of active, pending, expiring, and completed MOUs.
• Ensure that MOU changes and concerns are referred to the Contracts and Procurement Officer and Project SEARCH Program Manager.
• Prepare correspondence, reports, spreadsheets, presentations, meeting materials, and other program documents.
• Schedule meetings, prepare agendas, record minutes, and monitor follow-up assignments.
• Assist with Project SEARCH meetings, trainings, technical assistance activities, and special events.
• Coordinate administrative communications among Project SEARCH sites, vocational rehabilitation staff, school partners, host businesses, providers, participants, families, and other authorized stakeholders.
• Maintain electronic and paper records related to referrals, participants, Job Skills Trainers, Project SEARCH sites, MOUs, expenditures, and program activities.
• Compile information for monthly, quarterly, annual, and special reports.
• Assist with travel arrangements, procurement requests, supply orders, and other administrative processes.
• Protect confidential participant, personnel, fiscal, and contractual information.
• Recommend improvements to administrative procedures, tracking systems, and workflow processes.
• Perform other related administrative duties as assigned.

What you'll need to be successful:

The successful candidate must demonstrate strong organizational, communication, time-management, and recordkeeping skills; accuracy and attention to detail; sound judgment; and the ability to manage multiple priorities independently. The candidate must also maintain confidentiality, follow established policies and procedures, adapt to changing needs, collaborate effectively with diverse stakeholders, provide responsive customer service, and support the mission of Project SEARCH.

Preferred Qualifications:

Typically requires High School Diploma or equivalent and 2-4 years of experience. Hiring agency preferred experience includes supporting a program manager, senior administrator, or statewide program. Proficiency in Microsoft Office and experience in vocational rehabilitation, education, workforce development, and disability services.