What are the responsibilities and job description for the Administrative Assistant (McAlester) position at Public Strategies?
Position Summary
The Administrative Assistant is responsible for providing administrative support to the SNAP Employment and Training program. This program is designed to ensure all able-bodied recipients of food benefits through the Oklahoma Department of Human Services are involved in meaningful work related activities which will lead to paid employment and a decreased dependency on assistance programs. Additionally, this professional will contribute to Public Strategies missionhelping systems, organizations and individuals reach their full potential while maximizing their impact on the public goodby building and fostering strong foundational relationships with community service providers and others committed to making a significant, measureable and sustainable difference. Primary responsibilities are to greet all visitors, answer and direct phone calls, coordinate office functions with other departments and maintain accurate referral records.
The Administrative Assistant will provide daily organizational and operational support to team members, create a professional and pleasing environment for clients and potential clients, and will assist in areas that contribute to the long term success of both the program and its participants. This person must demonstrate strong attention to detail, excellent oral and written communication skills, organization, critical thinking, and dependability.
Essential Job Functions
Sufficient mobility and strength to move about the facility. Ability to be mobile throughout the community.
The Administrative Assistant is responsible for providing administrative support to the SNAP Employment and Training program. This program is designed to ensure all able-bodied recipients of food benefits through the Oklahoma Department of Human Services are involved in meaningful work related activities which will lead to paid employment and a decreased dependency on assistance programs. Additionally, this professional will contribute to Public Strategies missionhelping systems, organizations and individuals reach their full potential while maximizing their impact on the public goodby building and fostering strong foundational relationships with community service providers and others committed to making a significant, measureable and sustainable difference. Primary responsibilities are to greet all visitors, answer and direct phone calls, coordinate office functions with other departments and maintain accurate referral records.
The Administrative Assistant will provide daily organizational and operational support to team members, create a professional and pleasing environment for clients and potential clients, and will assist in areas that contribute to the long term success of both the program and its participants. This person must demonstrate strong attention to detail, excellent oral and written communication skills, organization, critical thinking, and dependability.
Essential Job Functions
- Provide support related to the overall management and daily operations of the program
- Produce standard reports from the data management system and perform data entry and data quality assurance checks
- Manage office and staff calendars
- Produce professional correspondence and documents, spreadsheets for data tracking and reporting, and presentations with quality content for delivery
- Create and maintain client referral information
- Enter and maintain accurate electronic records
- Conduct screening calls with referred clients and assist with scheduling intakes, orientations and assessments
- Conduct quality assurance calls with participants and community partners, including employers
- Conduct case file reviews as a quality check for key performance indicators
- Assist external agencies and the public with information, resources and materials related to the program
- Coordinate logistics for on and off-site meetings and events
- Answer and direct all incoming calls, taking and delivering messages as appropriate.
- Schedule required maintenance for all equipment
- Conduct workforce related research and assist with data compilation
- Prepare all outgoing mail including scheduling pick-ups and delivering to offsite postal facilities
- Manage inventory and order supplies for program staff and events as needed
- Assist with other program services and other duties as assigned
- Bachelors degree, preferred
- High School Diploma or equivalent plus some college required
- Prior experience working in an administrative or receptionist capacity, preferred
- Proficiency in Microsoft Office, including but not limited to Excel, Word, PowerPoint and Outlook, required
- Experience working with database/management information systems, preferred
- Familiarity with workforce development or similar programs, preferred
- Ability to work flexible hours
Sufficient mobility and strength to move about the facility. Ability to be mobile throughout the community.