Administrative Assistant, Temp

Description

Title: Administrative Assistant, Temp

Rate of Pay: $27.27 per hour

FLSA Status: Non-Exempt

Duration: 3-6 months

Employer: Joint Industry Board of the Electrical Industry

Department: Apprentice

Reports to: EITC Operations Manager &Associate Director

Location: LIC, NY -Onsite

SUMMARY: The Joint Industry Board of the Electrical Industry (JIB) was established in 1943 by the International Brotherhood of Electrical Workers, Local Union No. 3 and employers affiliated with the National Electrical Contractors Association. Its mission is to promote harmony between employees and employers, administer benefits for members and their families and improve competitiveness through progressive management, education, training, and technology. The JIB administers approximately twenty retirement, medical and welfare plans.

JOB DESCRIPTION

The Joint Industry Board of the Electrical Industry is seeking an Administrative Assistant to join our team. Reporting to the EITC Operations Manager &Associate Director, the Administrative Assistant will be responsible for but not limited to the following:

• Assist the Operations Manager by scanning, organizing, and maintaining digital files for Apprentice classes.
• Help with generating and collecting signed attendance sheets to ensure compliance with grant requirements for Night School (theory) and Night School at E.I.T.C. (GPRO, Alternative Power, Tel Data, Boot Camp, etc.).
• Collaborate with the EITC Operations Manager to input data and attendance for Night School; review and collect timesheets for Night School instructors, E.I.T.C., and Boot Camp payroll before submission to the Associate Director.
• Maintain updated curriculum and documentation required for New York State grant compliance.
• Coordinate with partner training centers to identify and apply for new grants related to Green Technology initiatives.
• Represent the apprentice training program at Job Fairs alongside the Associate Apprentice Director, as needed.
• Work closely with the EITC Operations Manager to schedule repairs and maintenance for all office equipment, including copiers, printers, scanners, laminators, shredders, and stapling machines.
• Coordinate with the scrap metal company for weekly pickup of consumables from various classes.
• Provide assistance with LMS navigation and support the integration of the system into the new CML platform.
• Support the Operations Manager with daily office and clerical operations for the Apprentice Department on the first floor of the E.I.T.C. Training Center, including maintaining logs, handling UPS and mail, and managing incoming phone calls.
• Serve as a liaison and provide administrative support for Night School activities at 1 Herald Square.
• Coordinate EVITP classes and facilitate guided tours of the E.I.T.C. Training Center.
• Manage and maintain the scheduling of the Boardroom.

Work Environment

We thrive to provide a supportive and collaborative environment. We are employee- focused, emphasizing mutual respect, a strong sense of community and a positive team culture. We offer a healthy work-life balance and a desirable work environment with a diverse workforce.

This job operates in a professional office - customer/employee service environment. This role routinely uses standard office equipment such as desktop computers, phone, scanner, printer, keyboard, photocopiers, virtual meetings, shredder, and fax.

Physical Demands

Sedentary work environments with physical demands described are representative of those that must be met by an employee to successfully perform the functions of this job. This would require the ability to lift files, pull files/forms/books, stand, bending, shred documents, open/close filing cabinets, as necessary.

Position Type/Expected Hours of Work

This is a Temporary, Non-Exempt Onsite position 35 hours per week. Monday through Friday 9AM-5PM, subject to change based on operation and coverage.

Flexibility: Must be able to work overtime when necessary.

Travel

No travel is expected for this position.

Requirements

Required Experience, Skills, and Qualifications

• Possess excellent telephone etiquette and strong verbal and written communication skills.
• Demonstrate intermediate proficiency in Microsoft Office applications.
• Experience using virtual meeting platforms for conferences, training sessions, and remote collaboration.
• Prior experience working in a fast-paced professional office environment.
• Ability to remain flexible and work cooperatively with staff at all levels.
• Capable of balancing multiple tasks and managing competing priorities.
• Provide exceptional customer service with a professional and supportive demeanor.

Other Duties/Special Projects

Will be assigned, as necessary. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.