Human Learning Systems is hiring: Administrative Assistant in Tucson

The Administrative Assistant position provides administrative support for a U.S Department of Labor Job Corps contractor. The Job Corps program is a federally-funded residential training program. The mission of Job Corps is to provide career-ready technical and basic skills (academic) training and job placement assistance to program eligible youth ages 16-24.

Summary of Duties:

Provides administrative support to the assigned department. Performs a variety of clerical and administrative duties, managing a large volume of tasks while projecting a professional image that inspires confidence and trust in compliance with Department of Labor (DOL) and HLS directives.

Key Areas of Responsibilities:

• Follows all guidelines, policies, and procedures set forth by the Department of Labor/Job Corps and HLS
• Coordinates manager’s schedule and appointments
• Receive telephone calls and visitors; handle routine matters personally and route non-routine business to proper staff.
• Maintain calendar and schedule appointments.
• Act as liaison between designated administrator/manager and other center staff.
• Maintain correspondence control log, receive incoming and outgoing mail and follow up on dates for action items.
• Maintain and update automated student records system.
• Provide form control functions, including form revision and development; monitor supplies and reorder as needed.
• Perform a variety of clerical and administrative duties; prepare special reports, maintain files and records, statistical data, make travel arrangements as required. Types correspondence, reports, and memos; creates and maintains databases and spread-sheet files; opens and routes incoming mail, prepares outgoing mail.
• Perform secretarial duties including typing of correspondence and other materials.
• Maintain a safe and clean work area that models high standards for a work environment.
• Provide positive, quality customer service to students, staff and other center customers.
• Support and promote center zero tolerance policies.
• Maintain accountability of staff, student and property; adhere to safety practices; attend all required trainings.
• Manage time effectively by using work plans to prioritize competing and interdependent tasks
• Represents supervisor in key meetings, including taking of minutes and providing de- briefs when appropriate
• Provides oversight support in the management of ongoing projects
• Maintains filing system and keeps files up to date
• Posts information to confidential records
• Answers questions concerning the organization or department, or refers person to other source of Information

Credentials:

Education and Experience

High School diploma or equivalent required.

Must possess excellent organizational and project management skills and must be proficient with MS Office including Word, Excel, PowerPoint and Outlook. Should be familiar with Internet

Certifications, Licenses, Registration

Valid state driver’s license; CPR/First Aid certifications

Physical Demand

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and listen, sit, stand, and walk; to reach with hands, arms, as well as use hands to finger, handle or feel, to taste and smell. The employee must be able to occasionally lift and/or move up to 50 pounds. Specific vision capabilities required by this job include; close, distance and peripheral vision.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and government regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.