OA / CTS Support Specialist

Primary Position Objective

Responsible for performing administrative and clerical duties, maintaining all required documentation, reports and statistics for the project, reviewing all folders and forms for accuracy and completeness, ensuring Quality Control of all Outreach and Admissions applications and Career Transition Services placements, and other duties in compliance with government and management directives.

Brief Description of Duties

• Perform a variety of administrative / clerical duties, including dictation and transcription of correspondence, reports and other documents.
• Receive telephone calls and visitors; tactfully refer them to the proper individual if the OA / CTS manager is not available.
• Maintain calendar of events, schedules, appointments and take minutes of meetings.
• Coordinate meeting arrangements such as time, place, attendees and matter(s) to be discussed.
• Review and audit all assigned areas regularly for contractual compliance and effectiveness of delivery of services to students. Prepare related reports.
• Maintain correspondence control log and coordinate preparation of special reports.
• Maintain central library of required documents, handbooks, directives, and center operation procedures; ensure distribution to designated staff.
• Act as liaison between the coordinator and staff, community contacts and the customer.
• Receive, log, and review all applicant folders and placement forms for eligibility, completeness, and accuracy.
• Condense, summarize and prepare major operational data for review by the manager; prepare data with regard to performance standards and contractual goals and requirements for review by the manager; develop, coordinate and operate systems required by the manager to plan and evaluate project performance.
• Maintain data processing system and communications system.
• Participate in outreach activities; maintain communications with and provide information to community groups, school counselors, military recruiters and other service agencies; recruit and screen a designated number of arrivals.
• Conduct job development activities with employers, military recruiters, job service offices and other employing organizations; gather job market information to be used in the placement of students; provide job counseling and job search and place a designated number of students during the career transition period; provide presentations and information to local employers that can assist in the placement and job development of students.
• Perform other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Experience

One-year secretarial experience required.

Education

High school diploma or general education degree (GED) required. Associates in Business Degree preferred.

Certificates / Licenses / Registration

Benefits Offered

Disclaimers