OA/CTS Clerk

Equus Workforce Solutions; Puerto Rico; On-site; USD 32,000 - 42,000; Full time

Job summary

Equus Workforce Solutions is seeking an experienced Administrative Assistant to support Job Corps operations across the United States and Puerto Rico. You will manage mail, document processing, and record-keeping, ensuring accurate data entry and timely reporting.

The role requires strong Microsoft Office skills, bilingual English/Spanish, and the ability to handle confidential information while coordinating with multiple departments.

Qualifications

• Associate's degree or higher required.
• 1+ year of professional administrative or clerical office experience.
• Proficiency with Microsoft Office and customer databases.
• Experience working with young adults (16–24) and strong interpersonal skills.
• Puerto Rico Law 300 certification and Class 4 Puerto Rico driver license.

Responsibilities

• Manage outgoing mail operations, including UPS shipments, ensuring timely daily distribution.
• Execute document copying and scanning for OA and CTS files with accuracy.
• Generate reports through data collection from computer systems and documents.
• Process supportive services documentation, verify client information, and procurement.
• Distribute CTS checks to students after program completion.
• Compile OA/CTS documentation for Corporate Office or DOL requests.
• Handle incoming calls and direct to appropriate staff with courtesy.
• Prepare advertising materials and information packets per specifications.
• Submit office material requisitions for the OA/CTS Department.
• Coordinate payroll and training documentation for Manager/Supervisor requirements.
• Obtain backup documentation for OA file verification and CTS placement confirmation.
• Maintain inventory control of office supplies and stock levels.
• Maintain procurement order records for monthly submission to management.
• Maintain professional communication with stakeholders to ensure good client relations.

Skills

Bilingual English/Spanish

Interpersonal skills

Organization skills

Confidentiality handling

Education

Associate's Degree in Office Administration or related field

Tools

Microsoft Office Suite (Excel, Word, PowerPoint)

Customer database management systems

Job description

Company Description

Our Job Corps programs at Equus Workforce Solutions power the nation's largest residential living initiative, changing the lives of thousands of young adults across the United States and Puerto Rico. More than just a training provider, we serve as a launchpad for possibility—equipping students with academic support, hands‑on training, and nationally recognized credentials in today's most in-demand industries.

Company Description

Our Job Corps programs at Equus Workforce Solutions power the nation's largest residential living initiative, changing the lives of thousands of young adults across the United States and Puerto Rico. More than just a training provider, we serve as a launchpad for possibility—equipping students with academic support, hands‑on training, and nationally recognized credentials in today's most in-demand industries.

Every role within Job Corps—whether in administration, instruction, or support services—contributes to building brighter futures and empowering young people to thrive in the workforce and beyond. Our programs go beyond the classroom, fostering social growth, building confidence, and preparing students to become engaged, empowered citizens. Fueled by strong community and industry partnerships, Job Corps is a place where every success story begins—and where lives are changed every day.

Job Description

• Manage outgoing mail operations, including UPS shipments, ensuring timely daily distribution in accordance with departmental protocols


• Execute document copying and scanning procedures for Outreach and admission (OA) and Career Transition Specialist (CTS) file systems with meticulous accuracy


• Generate comprehensive reports through systematic data collection via computer systems, printed documentation, and other authorized information sources


• Process supportive services documentation, including verification of client information, address confirmation, item procurement, and receipt validation


• Administer distribution of CTS checks to students upon completion of their respective center programs


• Compile and provide OA/CTS documentation and records as requested by Corporate Office or DOL Regional Office


• Manage incoming communications and direct callers to appropriate personnel with professional courtesy


• Prepare advertising materials and information packets according to specifications


• Submit office material requisitions for the OA/CTS Department in a timely manner


• Coordinate collection of payroll and training documentation to support Manager/Supervisor requirements


• Facilitate communications to obtain necessary backup documentation for OA file verification and CTS placement confirmation


• Maintain comprehensive inventory control of office supplies and ensure adequate stock levels


• Maintain organized records of all procurement orders for monthly submission to Manager and Accounting departments


• Establish and sustain professional communication standards with all stakeholders to ensure positive client relations


• Execute general office administration duties with professionalism and efficiency


• Proactively identify operational needs and address them without prompting


• Ensure all documentation is uploaded into the electronic case file system with accuracy and timeliness


• Maintain and organize the Shared Drive for project documentation and accessibility


• Perform additional duties as assigned by management

Qualifications

• Associate's Degree in Office Administration or related field


• Minimum one year of professional administrative or clerical office experience


• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and customer database management systems


• Professional experience working with young adults aged 16-24, demonstrating leadership capabilities and strong interpersonal skills


• Current certification under Puerto Rico Law 300 and valid Puerto Rico Class 4 driver's license with an acceptable driving record


• Advanced organizational and time management skills with meticulous attention to detail


• Advanced written and oral communication skills with the ability to present information clearly to diverse audiences


• Demonstrated capacity to manage multiple cases and projects simultaneously while maintaining accuracy


• Bilingual proficiency in English and Spanish, both written and verbal.


• Proven ability to maintain strict confidentiality and handle sensitive materials appropriately


• Proficiency with computer software and networking systems


• Ability to work effectively both independently and collaboratively within a team environment


• Ability to work professionally with individuals from diverse backgrounds and with varying needs


• Professional networking capabilities and demonstrated commitment to establishing collaborative relationships


• Exceptional written composition skills with the ability to produce accurate, professional content

Additional Information

All your information will be kept confidential according to EEO guidelines.

Equus Workforce Solutions is a leading provider of workforce development services in North America. With a dedicated and passionate team, Equus puts the industry’s best practices to work by focusing on the development, design, and delivery of demand-driven workforce solutions.

When you join Equus, you can expect extensive learning opportunities and networking programs. But most of all you can expect to make a lasting impact on the lives of others.

At Equus we are strengthened by diversity. We are committed to providing a work environment in which everyone is included, treated fairly and with respect. Equus Workforce Solutions is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, gender, age, pregnancy, sexual orientation, gender identity, ancestry, religion, national origin, veteran status, physical or mental disability, or reprisal or any other characteristic protected under state, federal, or local law.