Administrative Assistant I - Dislocated Worker Program (DWP)
Administrative
Full Time
Position Title: Administrative Assistant I
Department: Dislocated Worker Program (DWP)
Division: Workforce Development (WOD)
Employee Status: Full-time (grant-funded through June 30, 2025 with opportunity for renewal)
Group: Support Services Association (SSA-Union)
Grade: 6
Salary: ($18.00 hourly)
FLSA: Non-exempt
ICCB Classification: Clerical
___________________________________________________________________________
Reporting Relationships
Reports to: Director of Enrolled Services
Supervision Exercised: Supervision may be exercised over Work Experience employees (WEX) and or student workers.
Job Summary
Provide advanced clerical support for the One-Stop Operator Adult and Dislocated Worker Programs. Assist program staff with support using the Illinois Workforce Development System database. Proctor the WorkKeys assessments.
Essential Duties and Responsibilities include the following. Additional related duties may be assigned.
1. Demonstrate sound judgement, reasoning skills, confidentiality, and discretion in all written and oral communications with customers and while handling frequent and non-routine office tasks.
2. Independently model excellent customer service with internal and external customers through all methods of contact.
3. Use independent judgement and minimal supervision to lead or direct all office support functions and direct the work of support staff as necessary.
4. Process purchase requisitions
5. Coordinate schedules, make appointments, reserve facilities, and assist with travel arrangements for the Director and other support staff.
6. Comprehend federal and state laws, rules, regulations, and policies regarding the Workforce Innovation and Opportunity Act (WIOA) and appropriately apply this knowledge in all aspects of work.
7. Coordinate the work keys assessment; including proctoring assessments and completing required reporting.
8. Resolve inquiries, troubleshoot problems, refer to appropriate departments, and provide information and resources as appropriate.
9. Maintain current knowledge of college and community resources to serve as a resource for staff, and customers.
10. Independently prepare and/or revise correspondence, reports, department forms and documents as necessary.
11. File completed documents, and purge files as appropriate, in accordance with statutory governmental regulations and College guidelines.
12. Conduct regular File Review for new files as well as review of current and exited files in preparation for monitoring.
13. Assist in the hiring, supervision, and evaluation of Work Experience employees (WEX) and student workers as necessary.
14. Order and maintain office and departmental supplies and arrange for equipment maintenance.
15. Regularly input, use, and manage data in the state workforce development database to coordinate information with career planners.
16. Use copy/fax machine to copy, send, and receive documents.
17. Provide general support to the Director and support staff.
18. Regular attendance is required and expected.
19. Use tact and courtesy to establish and maintain professional working relationships.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
1. Associate’s Degree or equivalent from two-year or technical school; or 12-24 months related experience and/or training; or equivalent combination of education and experience.
2. Ability to read and interpret legal guidance, policies, and procedures.
3. Ability to write routine reports and correspondence.
4. Ability to effectively present information to customers and employees of the organization.
5. Ability to apply common sense understanding to carry out instructions furnished in written, oral, schedule, or diagram form.
6. Ability to address and effectively resolve problems and complex situations using tact and good judgment.
7. Ability to learn and use the College’s software system and the state workforce development database.
8. Experience with Windows applications, webpage maintenance, and database entry.
9. Excellent verbal communication skills.
Work Environment
While performing the duties of this job, the employee regularly works in an office setting.
Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.
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 reach with hands and arms. The employee is frequently required to stand, talk, and hear.
Department: Dislocated Worker Program (DWP)
Division: Workforce Development (WOD)
Employee Status: Full-time (grant-funded through June 30, 2025 with opportunity for renewal)
Group: Support Services Association (SSA-Union)
Grade: 6
Salary: ($18.00 hourly)
FLSA: Non-exempt
ICCB Classification: Clerical
___________________________________________________________________________
Reporting Relationships
Reports to: Director of Enrolled Services
Supervision Exercised: Supervision may be exercised over Work Experience employees (WEX) and or student workers.
Job Summary
Provide advanced clerical support for the One-Stop Operator Adult and Dislocated Worker Programs. Assist program staff with support using the Illinois Workforce Development System database. Proctor the WorkKeys assessments.
Essential Duties and Responsibilities include the following. Additional related duties may be assigned.
1. Demonstrate sound judgement, reasoning skills, confidentiality, and discretion in all written and oral communications with customers and while handling frequent and non-routine office tasks.
2. Independently model excellent customer service with internal and external customers through all methods of contact.
3. Use independent judgement and minimal supervision to lead or direct all office support functions and direct the work of support staff as necessary.
4. Process purchase requisitions
5. Coordinate schedules, make appointments, reserve facilities, and assist with travel arrangements for the Director and other support staff.
6. Comprehend federal and state laws, rules, regulations, and policies regarding the Workforce Innovation and Opportunity Act (WIOA) and appropriately apply this knowledge in all aspects of work.
7. Coordinate the work keys assessment; including proctoring assessments and completing required reporting.
8. Resolve inquiries, troubleshoot problems, refer to appropriate departments, and provide information and resources as appropriate.
9. Maintain current knowledge of college and community resources to serve as a resource for staff, and customers.
10. Independently prepare and/or revise correspondence, reports, department forms and documents as necessary.
11. File completed documents, and purge files as appropriate, in accordance with statutory governmental regulations and College guidelines.
12. Conduct regular File Review for new files as well as review of current and exited files in preparation for monitoring.
13. Assist in the hiring, supervision, and evaluation of Work Experience employees (WEX) and student workers as necessary.
14. Order and maintain office and departmental supplies and arrange for equipment maintenance.
15. Regularly input, use, and manage data in the state workforce development database to coordinate information with career planners.
16. Use copy/fax machine to copy, send, and receive documents.
17. Provide general support to the Director and support staff.
18. Regular attendance is required and expected.
19. Use tact and courtesy to establish and maintain professional working relationships.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
1. Associate’s Degree or equivalent from two-year or technical school; or 12-24 months related experience and/or training; or equivalent combination of education and experience.
2. Ability to read and interpret legal guidance, policies, and procedures.
3. Ability to write routine reports and correspondence.
4. Ability to effectively present information to customers and employees of the organization.
5. Ability to apply common sense understanding to carry out instructions furnished in written, oral, schedule, or diagram form.
6. Ability to address and effectively resolve problems and complex situations using tact and good judgment.
7. Ability to learn and use the College’s software system and the state workforce development database.
8. Experience with Windows applications, webpage maintenance, and database entry.
9. Excellent verbal communication skills.
Work Environment
While performing the duties of this job, the employee regularly works in an office setting.
Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.
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 reach with hands and arms. The employee is frequently required to stand, talk, and hear.