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Civic Works is Hiring an Administrative Assistant Near Baltimore, MD
Job Details
Job Location
Center for Sustainable Careers - Baltimore, MD
Position Type
Full Time
Education Level
High School
Salary Range
$19.00 - $21.60 Hourly
Travel Percentage
Negligible
Job Shift
Day
Job Category
Admin - Clerical
Description
Position Overview
The Administrative Assistant plays a key role in supporting Civic Works' Center for Sustainable Careers (CSC) and its training program operations. This individual is essential in coordinating program logistics, assisting with support services for participants, and providing administrative support to the team. The position requires a proactive approach, exceptional organizational skills, strong customer service, and a commitment to our mission of expanding access to family-sustaining careers.
Primary Responsibilities:
Education and Experience:
Job Location
Center for Sustainable Careers - Baltimore, MD
Position Type
Full Time
Education Level
High School
Salary Range
$19.00 - $21.60 Hourly
Travel Percentage
Negligible
Job Shift
Day
Job Category
Admin - Clerical
Description
Position Overview
The Administrative Assistant plays a key role in supporting Civic Works' Center for Sustainable Careers (CSC) and its training program operations. This individual is essential in coordinating program logistics, assisting with support services for participants, and providing administrative support to the team. The position requires a proactive approach, exceptional organizational skills, strong customer service, and a commitment to our mission of expanding access to family-sustaining careers.
Primary Responsibilities:
- Customer Service
- Serve as the first point of contact for the workforce development programs, managing the main phone line, directing calls, responding to voicemails and emails promptly, and welcoming guests.
- Respond to inquiries from potential training program applicants, direct visitor inquiries to the appropriate Civic Works staff or room, and provide participants with assistance on class locations and other questions.
- Proactively address and diffuse potential conflicts, ensuring issues are resolved in a manner that maintains a positive and supportive environment for all participants, staff and guests.
- Sending out applications to potential applicants via SMS or email.
- Distribute stipend checks to program participants weekly
- Document and Data Management
- Assist with maintaining participant case files, collecting eligibility documentation, and entering information in Salesforce.
- Coordinate printing, scanning and copying of participant certificates for case records, as well as the distribution of original copies to participants.
- Produce documentation for test eligibility for the AHERA exam.
- Facilitate the collection of headshots for each incoming cohort, as well as compiling all headshots in Salesforce.
- Logistical Support
- Manage the purchase and distribution of bus passes, gas cards, tools, and PPE, ensuring the relevant information is recorded in Salesforce.
- Purchase basic office supplies and daily participant lunch.
- Accurately maintain an inventory of technology (Chromebooks, chargers, hotspots, etc.) and office supplies (printer paper, ink, toner) within the building.
- Provide assistance in administering initial assessments of training program applicants, including the Wonderlic exam.
- Print, compile, and distribute orientation materials for each new cohort.
- Assist the Operations Manager and the Facilities Manager in the collection, storage, and distribution of mail and packages.
- As Needed Team Support
- Collaborate with the Grants Administration team in organizing participant paper records and entering data in Salesforce.
- Assist in the coordination participant lunch distribution.
- Assist with class graduations, orientations, and other events as needed.
- Pick up stipend checks from Civic Works' Clifton Mansion location.
- Assist in the administration of drug screens.
- Independently open and disarm the building
- Perform other duties as assigned or as needed.
Education and Experience:
- Must have previous customer service experience.
- A minimum of two (2) years of administrative support experience is preferred.
- Must be technology savvy and proficient with Microsoft Word/Excel programs, and Google Workspace (Docs, Calendar, and Gmail).
- Experience working in and creating diverse, equitable, and inclusive environments is a plus.
- Able to manage multiple responsibilities simultaneously and with accuracy.
- Must be able to work independently and be able to avoid distraction.
- Highly organized and detail-oriented to ensure accurate and timely performance.
- Exceptional personal responsibility for meeting goals and a track record of success.
- Resilient in the face of challenges; able to recognize problems, develop innovative solutions and implement them.
- Must have strong interpersonal communication and teamwork skills, including active listening and empathy, to maintain positive interactions, address and resolve misunderstandings, and de-escalate conflicts in a professional and constructive manner.
- Able to adhere to a strict guideline of keeping and maintaining confidential information.
- Able to build supporting relationships with program graduates from historically marginalized communities.
Job Summary
JOB TYPE
Full Time
SALARY
$39k-49k (estimate)
POST DATE
05/02/2024
EXPIRATION DATE
05/15/2024
WEBSITE
civicworks.com
HEADQUARTERS
BALTIMORE, MD
SIZE
25 - 50
FOUNDED
1993
CEO
ELI ALLEN
REVENUE
$10M - $50M
INDUSTRY
Professional Associations
Related Companies
About Civic Works
Civic Works strengthens Baltimores communities through education, skills development, and community service. Our key program areas include community improvement, workforce development, education, and green programs. Civic Works AmeriCorps members tutor and mentor students, create community parks and gardens, help homeowners conserve energy, grow food for low-income residents, rehabilitate abandoned houses, involve families in Baltimore City schools, make homes safer for older adults, and recruit volunteers. Civic Works also trains Baltimore residents for employment in the healthcare and green ...
job industries.
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