Administrative Assistant 1 (65108)

Job Summary 

The Administrative Assistant 1 serves as the primary point of contact for the Center for Workforce Development and provides support to the department and provides support to department leadership. The role is responsible for managing incoming communication, maintaining accurate client-tracking databases, and providing key administrative reporting support for all departmental programs.

Duties and Responsibilities 

Essential Duties &Responsibilities:

1. First-Line of Communication: Serve as the department's primary receptionist, answering all incoming phone calls, screening inquiries, and directing participants and partners to the appropriate staff members.
2. Database & Salesforce Management: Accurately enter and update data into spreadsheets, Salesforce, and KEE Suite in real time.
3. Assist with backlogs, compliance reviews, and audit preparation.
4. Participant Outreach & Reminders: Conduct daily/weekly proactive outreach calls to program participants to confirm attendance for interviews, orientation sessions, cohort classes, and application workshops.
5. Weekly Reporting: Compile and organize data for weekly departmental update reports submitted to leadership, tracking key performance metrics, candidate placements, and community engagement efforts.
6. Event & Workshop Coordination: Create and manage meeting agendas. Support logistics, participant check-ins, and materials preparation for candidate forums, orientation sessions, and partner workshops.
7. Assist in the supervision of Urban Senior Jobs Program participant trainees
8. General Administrative Support: Provide general clerical support to department leadership.

Other duties as assigned: The intent of this job description is to provide a representative summary of the major duties and responsibilities of this position. The incumbent may be asked to perform other job-related tasks not specifically presented in this job description.

Qualifications & Key Competencies

1. Technical Skills: Proficiency in Google Suite and hands-on experience using CRM systems (Salesforce strongly preferred).
2. Communication: Strong verbal and written communication skills with a professional and welcoming phone demeanor.
3. Organizational Skills: Excellent attention to detail, strong time-management capabilities, and the ability to handle multiple tasks without details slipping through the cracks.
4. Mission-Driven: Passion for workforce development, community empowerment, and supporting diverse economic equality and social justice.

Knowledge, Skills and Abilities 

To​​​ be successful, the incumbent should, at a minimum, possess skills, knowledge, or abilities in the following: Excellent interpersonal and client service

• Excellent technical proficiency - intermediate-level experience in G Suite.
• Strong communication skills, written and oral, including business writing skills.
• Must be extremely detail-oriented.
• Strong organizational and administrative skills.
• Able to handle multiple tasks and to be a team player.
• Must be dependable and punctual - willing to work as needed.
• Self-starter - able to work well under pressure with minimum supervision
• Ability to learn quickly and work autonomously with agility to adjust quickly to new urgent tasks/situations
• Must be highly motivated, goal-oriented, and must possess a valid driver's license and be willing to use their own automobile for travel.

 Education and/or Experience

• Minimum of years of administrative or front-office support experience. Experience in a nonprofit organization is a plus.
• High school dipolma/GED or equivalent experience.
• Must have a driver's license and reliable transportation