Administrative Assistant/ Intake Specialist:

The Administrative Assistant/Intake Specialist is responsible for providing high-level administrative support, information and referral services to The Training Source’s staff and its customers. This position requires the ability to interface and develop relationships with area residents, employers and corporate and community representatives; provide information on the features and benefits ofservices available including Employment Training, Employer Services, Youth Programs, Social Services, Community Education, Community Outreach, etc. This position will work under the direct supervision of the Program Manager and/or Executive Director; and provide all necessary administrative / intake support and a variety of routine tasks. Must be able towork with a high level of confidentiality and professionalism.

Primary Duties and Responsibilities:

Administrative Duties

• Assists the Executive Director and staff with daily administrative duties and completes a broad variety of administrative tasks that include managing inventory of training materials and supplies, composing and preparingcorrespondence, creating agendas, data entry and compiling documents for meetings and reports, managing incoming and outgoing mail, answering phones in a professional manner, scanning, faxing, copying, etc.
• Communicates with the staff on the Executive Director’s behalf and coordinates logistics with meetings both internally and externally.
• Assists with solicitation, tracking, acknowledgment and management of major grants and donations.
• Assists interns and volunteers in the performance of administrative functions.
• Manages front desk operations including but not limited to, assisting customers in-person, online and via telephone regarding inquiries, accepting package and other deliveries, and greeting and signing in visitors/guests.
• Records and distributes messages to the staff and stores.
• Acts as the ‘gatekeeper’ by determining which phone calls should be forwarded to management and which can be handled directly.
• Assists customers with receiving professional clothing, general information and with applying for social service assistance (SNAP).
• Maintains confidential files and contract.
• Prepares staff meeting agendas and minutes, designates and follows up on assigned action.
• Assembles training materials, exhibit materials, office documents and implements and maintains effective electronic and hard copy filing.
• Accurately enters and retrieves data using electronic and hard copy filing systems and assists with accounting and payroll processing functions, as requested.
• Maintains a professional and aesthetically pleasing work environment as well as maintains neat and functional storage areas.

Intake Duties

• Schedules job seekers for weekly Information Sessions to learn about The Training Source’s programs and services. 
• Facilitates weekly Information Sessions in-person and online, sharing information with potential customers and initiating the Intake process for those who wish to enroll in employment training.
• Coordinates the Intake process to ensure that all required documents are received in order for staff to make informed enrollment decisions.
• Provides referrals and other resources to customers who need additional supports, documenting services in case notes.

Other

• Assists instructors and serves as back-up, as needed. 
• Serves as technical assistant to students.
• Maintains up-to-date resource information for customer referrals for supportive services. 
• Assists with developing and implementing outreach initiatives to educate the public regarding The Training Sources’ programs and services at our site and in the community (e.g., exhibiting at public libraries).

Competencies

An individual should demonstrate the following competencies in order to perform the essential functions of this position.

Adaptability – Effectively deals with changing environments and responds appropriately to unforeseen adjustments in tasks, responsibilities, etc. Maintains interpersonal effectiveness and is able to interact with a variety of people.

Accountability – Takes accountability for actions and accepts responsibility for mistakes. Is a self-starter and is persistent in working towards desired goals. Accepts responsibility for achieving results and takes accountability for outcomes.

Communications – Communicates with individuals and groups effectively and professionally (bothverbally and in writing). Actively listens and provides feedback to supervisor and teammates in a timely manner.

Customer Focus – Demonstrates a “customer service orientation” and is courteous and respectful in dealing with the public and/or internal staff. Provides requested information and/or services in a timelyand effective manner and follows through on commitments. Seeks to understand and meet customer needs/expectations and respond to their concerns.

Dependability – Is punctual and adheres to the organization’s attendance expectations. Faithfully reports to work on time and conforms to scheduled work hours. Follows proper call-in proceduresand informs others of ongoing/outstanding work responsibilities in order to prevent/limit disruptions to business operations.

Flexibility – Demonstrates the ability to adapt quickly to changing conditions or performanceexpectations. Maintains productivity while performing assignments. Effectively evaluates and uses new ideas to enhance results. Is able to focus on assignments during periods of change or uncertainty.

Follows Instructions – Actively listens to instructions and ensures understanding by asking appropriate questions. Readily absorbs and comprehends new information from formal and informallearning experiences. Puts new knowledge, understanding or skills to practical use on the job.

Work Orientation – Ensures high quality output by checking all aspects of work production for precision. Accurately and carefully follows established procedures for completing tasks and producing work products.

Work Guidelines – Effectively allocates own time to complete work and prevents irrelevant issues or distractions from interfering with work completion. Takes advantage of available resources (individuals, processes and tools) to complete work efficiently. Identifies more critical and less critical tasks and adjusts priorities when appropriate.

Qualifications/Requirements

• High school diploma or or equivalent.
• 3-5 years experience providing administrative support for upper-level management. 
• Ability to work independently and with professional discretion.
• Excellent oral and written communication skills.
• Proficiency in Windows, including MS Word, Excel, Outlook and PowerPoint; fund-raising and data management systems knowledge helpful.
• Knowledge of operating standard office equipment (e.g., copier, printer, postage meter,).
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Ability to conduct research and present data in a succinct and well-written manner.
• Excellent time-management and problem-solving skills.
• Ability to work with a broad range of people including local residents, employers, major donors, board members, colleagues of the Executive Director, staff, and others.
• Some evenings/weekend work required. 

Physical Requirements

While performing the responsibilities of the Administrative Assistant/Intake Specialist, the employee is occasionally required to exert physical effort to carry out his/her duties and responsibilities in a normal office work environment. Occasional travel may be required. Ability to lift 25lbs.

Equal Employment Opportunity

The Training Source is committed to providing equal employment opportunities to all employees and applicants for employment. Accordingly, all terms and conditions of employment will be carried out without regard to race, creed, color, religion, gender, sexual preference, nationality, marital status, age or disability. The Training Source will not tolerate acts deemed to constitute discrimination or harassment based on gender, sexual preference, race, color, religion, national origin, marital status, age, disability, or any other characteristic protected by law.