Administrative Assistant

Job Type

Full-time

Description

• Meets and greets first-time and continuing customers. Identifies customer needs and expectations and directs customers to the next steps. Ensuring customers and staff abide by office procedures such as checking customers into the VOS Greeter.
• Offer AJCC Services and partner system navigation information, conduct orientations, and other similar basic career services.
• Provides Center information regarding all services including accessibility, referrals, and processes.
• Answers telephone, takes messages, distributes messages, and transfers calls to appropriate staff.
• Coordinates and plans for assessing suitability and eligibility for job seekers interested in receiving America's Job Center services.
• Scheduled Adult and Dislocated Worker intake appointments, provide appointment confirmations, inform customers of required eligibility documentation.
• Outreach and follow-up with various partner referrals and department for appointment scheduling such as RESEA clients, UI Referrals, Business Services Team, Skills Development Team, etc.
• Conduct WIOA presentation for Rapid Response program; follow-up on referrals for enrollment services into the Dislocated Worker program.
• Facilitates individual and group orientations (in-person, virtual, and hybrid) for job seekers on a regular schedule at the center and coordinates offsite and specialty intake sessions for events.
• Provide referrals for other Title I or Local Funded Grant programs and partner services.
• Utilizes Microsoft office tools and web-based database to pull reports and communicate performance.
• Adhere to County directives, standard operating procedures, and other mandatory guidelines.
• Collaborate with other departments & partners to meet and exceed enrollment performance measures, such as Business Services, training cohort referrals, and so forth. Meet weekly appointment goals as established by the Program Manager for the Title I programs.
• Assist with maintaining Front Desk Coverage, update bulletin boards in Resource Areas, ensure the Front Desk has up-to-date AJCC calendars, recruitment, and workshop flyers. Assist with reserving conference rooms for staff and partners. Promote all events to job seekers.
• Assist with creating CalJOBS events in the system, monitor the attendance and sign-in sheets, create the AJCC calendar and distribute to staff and customers. Assist with maintaining an up-to-date directory of AJCC Staff and Partners.
• Ensure Customer Service Satisfaction Surveys and signage are posted throughout the Resource Room, encouraging customers to complete surveys for the AJCC's continuous quality improvement.
• Assistance maintains inventory of office supplies and work equipment; submits ticket requests for office supplies, and IT/ building maintenance or repairs to Management Team/Facilities Management.
• Adhere to the WIOA Grievance and Complaint procedures, incidents, or code of conduct for customer issues or concerns; communicate with Management Team of issues.
• Assist with retention and follow-up services for WIOA participants.
• Other support duties as assigned in that there as significant cross training for other tasks.

Requirements

• Three years of direct customer service experience with the ability to manage a diverse client population with varied barriers toward employment.
• High School Diploma or equivalent is required. Associate's degree preferred.
• Work as part of a team and make independent decisions regarding client needs.
• Must know how to take the initiative to research information for staff and for job seeker clients.
• Bilingual in Spanish or other community-based language.
• Complete CWDP course and exam within 3 months of employment and secure CWDP certification within 12 months of employment.
• Work flexible hours, including early morning, evenings, and weekends is required.
• Travel to various locations, such as businesses, worksites, off-site meetings, and other related events.

PHYSICAL DEMANDS/WORKING CONDITIONS

While performing the essential functions of this job, the incumbent must be able to do the following: stand for extended periods; sit for extended periods; bend and reach for filing and other job-related functions; climb up and down stairs; bend, stoop, and lift to move and retrieve materials; pull, push, and lift; reach both above and below shoulder height. ?Specific visual abilities include close vision, color vision, depth perception, and the ability to adjust focus. Must be able to visually inspect work. Manual dexterity to operate computer and other office equipment required.

The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made.

Salary Description

$23 to $25 per hour