Administrative Assistant, New Jersey IEC

The New Jersey IEC Administrative Assistant position reports to the Executive Director requiring strong organizational/prioritization skills and ability to manage multiple projects and administrative tasks. Successful candidates will be detail oriented and excel at customer service. This is a wonderful opportunity to support the needs of electrical contractors, electrical apprentices, and the future of the profession.

The is a full-time role, with on-site presence expected at the Somerset, NJ Education & Training Center as well as once a month membership meetings, in various locations across northern and central New Jersey. The candidate must be available as needed to perform duties at the Education & Training Center during the day and during evening hours as needed while classes are in session.

ROLE/RESPONSIBILITIES:

General Responsibilities:

· Provide administrative support to the administrative and instructional staff.

· Answer phone calls and provide customer service in relation to New Jersey IEC member and/or apprenticeship program.

· Manage office supplies and inventory

· Perform clerical tasks such as filing, photocopying, and faxing

· Transcribe and type documents as needed

· Assist with data entry and record keeping

· Maintain confidentiality of sensitive information

New Jersey IEC Chapter Support:

· Support general administrative duties including: invoice processing, member application processing and certificate distribution, customer service, office services and material ordering, meeting scheduling and minutes management, etc.

· Provide general website updates and maintenance

· Execute email creation and distribution

· Provide general meeting and event support needs, including but not limited to logistics and program support

· Build and sustain strong customer and member relations through attentive detail in handling member requests and volunteer interactions.

· Adhere to deadlines and support the ongoing development of program project plans and process documentation

· Develop and oversee weekly, monthly, and annual reporting and data management processes, templates, and communication needs

· Demonstrate flexibility and critical thinking skills to resolve situations in a professional and calm manner

· Other duties as assigned.

New Jersey IEC Apprentice Program Support:

· Maintain office and facility of NJIEC Education & Training Center

· Support in maintaining all student apprentice records (attendance, testing, etc.)

· Distribute student communications via email and texting platform (class schedules, cancellations, etc.)

· Maintain prospective student database

· Collect and track student enrollment and pre-enrollment testing

· Issue and track student invoices in QuickBooks

· Respond to all apprentice program inquiries

· Support Instructor recruiting and scheduling

· Other duties as assigned.

New Jersey IEC Apprentice Trust Support:

· Support general administrative duties including: invoice processing, contributor communications and certificate processing, customer service, meeting scheduling and minutes management, etc.

· Prepare vouchers for trust approval and bill payment

· Execute email creation and distribution

· Other duties as assigned.

QUALIFICATIONS:

· Relevant work experience required

· Highly meticulous attention to detail

· Excellent, articulate, and personable customer service skills

· Strong written and verbal communication skills

· Proven ability to meet deadlines and successfully manage multiple projects simultaneously

· Ability to work independently and possess a positive, team-player attitude

· Experience with website maintenance, email platforms and QuickBooks invoicing a plus

· Sense of humor

Job Type: Full-time

Pay: $18.00 - $24.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to Relocate:

• Somerset, NJ 08873: Relocate before starting work (Required)

Work Location: In person