$22 an hour, working 30 hours a week

Title: Administrative Assistant

Classification: Non-Exempt

Scope of Position: This position is responsible for the assistance in the administration and maintenance of the PA CareerLink® One-Stop. This position requires a high degree of initiative and the ability to work independently to accomplish tasks related to critical workforce development systems and confidential customer matters.

Attention to detail, the ability to consistently meet deadlines and strong organizational skills are required. Must demonstrate flexibility in response to unexpected changes in workload and exercise sound judgement and analytical skills to recommend solutions. Position requires a strong customer service ethic and an ability to maintain working relationships at all levels within and outside of the Operator contract.

Position Responsibilities:

• Back up coverage for the front desk receptionist
• Establish, coordinate, and maintain Administrator’s paper files, electronic records, mail, and invoices
• Prepare agendas and minutes for full staff, team manager, operator, and partner meetings
• Proofread and edit documents as assigned
• Prepare documents and packages for mail and drop off at post office
• Coordinate deliveries to the PA CareerLink® for the Operator contract
• Coordinate with the Administrator to ensure integrity of data and respond to requests from the customers and EDSI
• Obtain quotes, as requested and directed by the Site Administrator. Upkeep inventory and requisition forms as needed.
• Assist in the coordination of room rentals, room reservations, and recruitments within the building
• Ensure all materials for the Community Outreach Committee and Health & Safety Committee are maintained and up to date
• Maintain and update lists, forms, and other Operator documents as needed
• Generate security guard timesheet template for front desk on a monthly basis. Maintain appropriate documents for security guard work area.
• Proactively identify and communicate potential issues and/or concerns related to building maintenance. Assist with general building maintenance duties as needed.
• Additional responsibilities as required

Education and Experience Requirements:

• 7 years of experience working in a customer service environment
• Administrative/Office experience is preferred
• Any equivalent combination of education and experience that provides the required knowledge, skills, and abilities
• Valid Pennsylvania driver’s license
• Clean driving record required

Knowledge, Skills, and Abilities:

• Excellent oral and written communication skills
• Excellent planning skills, decision-making skills, and organizational skills
• Advanced knowledge of computer operation and PC skills
• Working knowledge of standard concepts, practices, and procedures in the field
• Advanced knowledge of Microsoft Word, Excel, PowerPoint, Outlook, etc.
• Ability to successfully complete all pre-employment screening procedures
• Capable of establishing and maintaining effective working relationships with coworkers, management, outside agencies, and the public
• Ability to remain calm in emergencies and make prompt and appropriate decisions
• Ability to maintain confidentiality
• Ability to work independently as well as function effectively as a team member