Administrative Assistant 1 (PT) (65108)

LOUISVILLE URBAN LEAGUE; Louisville (KY); On-site; USD 28,000 - 30,000; Full time

Job summary

LOUISVILLE URBAN LEAGUE is seeking an Administrative Assistant 1 to support the Center for Workforce Development. The role involves managing communications, maintaining client-tracking data, and providing reporting support for departmental programs.

The position requires proficient use of Google Suite and CRM systems, strong communication, and excellent organizational skills to handle multiple tasks efficiently.

Qualifications

• Proficiency in Google Suite and hands-on experience using CRM systems (Salesforce strongly preferred).
• Strong verbal and written communication skills with a professional and welcoming phone demeanor.
• Excellent attention to detail, strong time-management capabilities, and ability to handle multiple tasks without errors.
• Must be dependable, punctual, and able to work with minimal supervision.

Responsibilities

• Serve as department's primary receptionist, handling incoming calls and directing inquiries to staff.
• Enter and update data in spreadsheets, Salesforce, and CRM systems in real time.
• Assist with backlog, compliance reviews, and audit preparation.
• Conduct outreach calls to program participants to confirm attendance for interviews and workshops.
• Compile data for weekly departmental reports and track key performance metrics.

Skills

Google Suite

CRM systems (Salesforce)

Verbal communication

Written communication

Organizational skills

Attention to detail

Education

High school diploma/GED

Tools

Salesforce

Google Workspace

Job description

Job Details

Job Details: Job Location: 1535 W. BROADWAY - LOUISVILLE, KY 40203, Position Type: Full Time, Education Level: None, Salary Range: $20.00 - $22.00 Hourly, Job Shift: Day, Job Category: Admin - Clerical, Job Summary

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

• 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.
• Database & Salesforce Management: Accurately enter and update data into spreadsheets, Salesforce, and KEE Suite in real time.
• Assist with backlogs, compliance reviews, and audit preparation.
• Participant Outreach & Reminders: Conduct daily/weekly proactive outreach calls to program participants to confirm attendance for interviews, orientation sessions, cohort classes, and application workshops.
• Weekly Reporting: Compile and organize data for weekly departmental update reports submitted to leadership, tracking key performance metrics, candidate placements, and community engagement efforts.
• Event & Workshop Coordination: Create and manage meeting agendas. Support logistics, participant check-ins, and materials preparation for candidate forums, orientation sessions, and partner workshops.
• Assist in the supervision of Urban Senior Jobs Program participant trainees
• 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

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

Qualifications: 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.