Administrative Assistant (OACTS)

Adams And Associates Inc; Phoenix (AZ); On-site; USD 29,000 - 34,000; Full time

Job summary

Adams and Associates Inc in Phoenix, AZ is seeking an administrative assistant to provide administrative and technical support to the center. The role requires strong secretarial experience, excellent data handling, and proficiency in office software.

You will maintain records, prepare correspondence, schedule meetings, and coordinate with departments to ensure timely deliverables. The position emphasizes accuracy, confidentiality, and reliable attendance in a busy educational center.

Qualifications

• High School diploma or equivalent required.
• A minimum of three years secretarial or administrative support experience is required.
• Computer literacy and proficiency in Microsoft Office Suite of applications is required.

Responsibilities

• Provide administrative and technical support to the respective department.
• Follow integrity guidelines and ensure no manipulation of student data.
• Conduct research, prepare statistical reports, handle information requests, and perform clerical functions such as maintaining required documentation, sorting/distributing mail, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings; may arrange travel as necessary.
• Ensure timely submission, logging and tracking of all Center contract deliverables, requests, reports and correspondence; drafts, writes and proofs correspondence; maintain quality of internal/external communications with the Corporate Office, Department of Labor and outside organizations.
• Maintain Center systems and libraries (e.g., CIS, OA, CTS, CSSR, SMR, ABRA, MAS200, FMS, eRequester, School Dude, PRH, JC Program Instructions, JC Information Notices, Regional directives and SOPs).
• Keep area organized, clean, safe and conducive to student/staff success.
• Prepare, coordinate and distribute Center’s weekly newsletter; work with Center staff to obtain articles and highlights; prepare and distribute meeting minutes.
• Produce quality work in a thorough, timely and accurate manner.
• Maintain personal attendance, accountability and productivity; plan and organize assignments to meet goals and deadlines.

Skills

Secretarial experience

Administrative support

Education

High School diploma or equivalent

Tools

Microsoft Office

Job description

Job Details

• Job Location: Phoenix - Phoenix, AZ 85004
• Position Type: Full Time
• Education Level: High School
• Salary Range: $21.75 - $21.75 Hourly
• Job Category: Education

Responsibilities

• Responsible to provide respective department with administrative and technical support.
• Follows all integrity guidelines and procedures and ensures no manipulation of student data.
• Conducts research, prepares statistical reports, handles information requests, and performs clerical functions such as maintaining required documentation, sorting/distributing mail, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May make travel arrangements as necessary.
• Ensures timely submission, logging and tracking of all Center contract deliverables, requests, reports and correspondence. Drafts, writes and proofs correspondence. Responsible for the quality of internal/external communications with the Corporate Office, Department of Labor and outside organizations.
• Maintains Job Corps/Company systems and libraries which may include CIS, OA, CTS, CSSR, SMR, ABRA, MAS200, FMS, eRequester, School Dude, PRH, JC Program Instructions, JC Information Notices, Regional directives and SOPs.
• Ensures that area is organized, clean, safe and conducive to student/staff success
• Prepares, coordinates and distributes Center’s weekly newsletter. Works with Center staff to obtain newsletter articles and Center highlights. Prepares and distributes meeting minutes.
• Produces quality work/assignments in a thorough, timely and accurate manner.
• Maintains appropriate personal attendance, accountability and work productivity standards.
• Plans, prioritizes and organizes assignments to meet established goals and deadlines.
• Understands and applies job knowledge to effectively complete all required job responsibilities. Proactively maintains the skills required to perform job duties.
• Mentors, monitors and models the Career Success Standards as required by the PRH.
• Shows respect and courtesy to students and holds them accountable for their actions and behavior.
• Provides quality programs and services for students and ensures that quality is maintained and student needs are met. Pursues improvement and enhancement of programs and services.
• Exchanges ideas and information, both orally and in writing, in a clear and concise manner and contributes meaningfully to group efforts by offering relevant ideas and knowledge. Provides quality and timely information to DOL/Company when requested.
• Effectively articulates thoughts and ideas. Identifies problems, analyzes causes and evaluates appropriate solutions prior to taking or recommending actions. Follows up to ensure prompt/appropriate action is taken and that problems, are in fact, corrected.
• Works in partnership with staff from all Departments to ensure effective supervision and services are provided to students.
• Accepts direction and supervision from the Center Director/Center Duty Officer/Shift Manager to include assignments to temporarily perform job responsibilities of other departments and positions.
• Other duties as assigned.

Qualifications

• High School diploma or equivalent required. Degree or certification from an accredited or relevant certified training program or school preferred.
• A minimum of three years secretarial or administrative support experience is required.
• Computer literacy and proficiency in Microsoft Office Suite of applications is required.

Equal Opportunity Statement

"Adams and Associates, Inc. abides by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status or disability." This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.