Administrative Assistant

Classification/Status: Non-Exempt – Full Time

Reporting To: Administrative Manager and Travel Coordinator

Overview:

The Administrative Assistant, under the general direction of the Administrative Manager and the Travel Coordinator, provides comprehensive administrative support to the CSAC Executive Management team and Western States Carpenters Training Fund (WSCTF) leadership. This role is responsible for performing a broad range of administrative duties, including, but not limited to, preparing correspondence and reports, managing filing systems, answering and directing telephone calls, greeting visitors, and developing forms, documents, spreadsheets, and presentations. The position also involves responding to non-routine inquiries and handling confidential and sensitive information with discretion.

Additional responsibilities include coordinating travel arrangements for WSCTF instructors, apprentices, and members attending career fairs, seminars, meetings, and training programs, as well as providing support on special projects as assigned. This position requires the ability to effectively collaborate with a diverse group of executive and senior-level professionals across all levels of the organization. Strong organizational skills and the ability to exercise independent judgment in prioritizing and managing a varied workload are essential. This is a non-exempt, full-time position with a standard work schedule of Monday through Friday, 8:00 AM to 5:00 PM.

Position Functions and Responsibilities:

· Provide administrative support to Administrative Manager, CSAC Executive and Management Teams and WSCTF Leadership

· Coordinate all travel for WSCTF instructors, apprentices, members and DET Programs

· Coordinate all aspects of DET programs from registration to requesting stipend checks

· Maintain and update master travel calendar timely and efficiently

· Provide administrative support to apprenticeship training centers as requested

· Respond and communicate in a timely, effective and professional manner, both verbally and in writing

· Provide all backup for WSCTF travel transactions to reconcile monthly corporate credit card statements

· Run reports in TRAIN to assist the Regional Council with DET programs

· Run weekly next class report for WSCTF

· Request airline refunds for cancelled flights

· Perform other related administrative duties as required and assigned

· Assist Administrative Manager with other ad-hoc projects as needed

Required Qualifications and Skills:

· Minimum of three (3) years of administrative support experience in a fast-paced environment

· Strong written and verbal communication skills

· Proficiency in Microsoft Office (Word, Excel, Outlook)

· High level of integrity, discretion, and professionalism in handling confidential information

· Detail-oriented with strong organizational and proofreading skills

· Excellent interpersonal skills; ability to work effectively with all levels of staff and external stakeholders

· Ability to manage multiple priorities, meet deadlines, and support concurrent projects

· Professional demeanor, including phone etiquette and presentation

· Ability to work independently while contributing to a collaborative team environment

· Self-motivated with strong accountability and ownership of work

· Ability to support meetings, events, and seminars as needed

· Knowledge of HIPAA regulations a plus

· Bilingual in English and Spanish (spoken and written) preferred

· High school diploma preferred, but not required

Supervisory Responsibility:

· This position has no supervisory responsibilities.

Work Environment/ Physical Demands

· While performing the duties of the job, the employee regularly works in an office setting.

· While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel or operate objects, tools or controls, and to reach with hands and arms. The employee is frequently required to stand, talk and hear.

· Ability to lift 10-30 pounds when necessary.

· The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Travel

· Minimal to no travel. Occasional travel to business related events, offices and/or seminars may be required.

NOTE:

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similarly related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. CSAC is an equal opportunity employer and encourage applications from all qualified candidates regardless of gender, race, ethnicity, national origin, age, sexual orientation, marital status, religion, disability or any other classification protected by law.

Job Type: Full-time

Pay: $24.49 - $26.37 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• Administrative: 3 years (Required)
• Administrative Assistant: 3 years (Required)

Language:

• Spanish (Required)

Work Location: In person

Salary : $24 - $26