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Administrative Assistant

Educational Data Systems Incorporated - Staten Island, NY
Job Number
65467929

Job Description

Job Descriptions:

Essential Functions (Overview)
* Answer incoming calls and take messages/transfers to the designated parties in a pleasant and professional manner
* Greet visitors and clients
* Sort and distribute correspondence and daily mail
* Render clerical assistance in the form of copying, typing, etc.
* Prepare material/packages for mailing or overnight delivery
* Data Entry
* Keep track of supply inventory and places orders
* Maintain resume and emergency contact database
* Responsible for implementing and adhering to the Quality System
* Perform non-routine tasks as necessary for the office

Tasks
· Review daily center email and distribute to the appropriate staff members
· Reply daily to emails regarding general center operations including: workshop schedules, introduction to service, hours of operation, recruitment dates and times etc…
· Collect and sort U.S. mail. Distribute mail to DOL as well as center staff
· Enter CIF’s daily
o Collect CIF’s from the Career Advisor Coordinator
o Enter Client data from CIF into Workforce1
o Enter CIF information into the tracking tool located inStaff Files
o File CIF hard copies in the file room by date

· Advertising
o Attain the weekly recruitment calendar from the Senior Recruitment Manager
o Place ads for recruitment events the day prior to event
o Place ads for Monday recruitments on the previous Thursday
o Create ads based on the specific job description in accordance with SBS branding guidelines
o Post ads on Craigslist and save ads to “craigslist folder” for future use
o Copy ad and post to SI Live – Post every individual open position to SI Live
o Ascertain if any additional sources of advertising will be utilized
o Post additional ads
o Gather receipts from expansion centers
o Save and forward receipts to Director/Deputy Director for expense reporting to EDSI home office via Concur

· Cover the front desk daily to relieve receptionist during lunch
o Occurs daily at 2 pm as well as every other Friday during the receptionists flex
o Answer phones
o Check clients into resource room
o Make copies for clients
o Send faxes when requested
o Refer jobseekers to appropriate staff members
o Monitor recruitment traffic and sign in sheet

· Maintain room assignment calendar
o Attain recruitment calendar from Senior Recruitment manager
o Attain DOL class schedule from DOL rep (currently Sharrie Harrington)
o Consult outlook for current room requests
o Assign rooms based on availability and need taking into consideration the size and technical capability of rooms

· Attend leadership meeting and take notes
o Create from notes action steps for leadership
o Type action steps and send to the Director for approval
o Distribute approved action steps to leadership via email

· Submit purchase orders(as needed)
o Fill out Purchase order request form located on the Intranet in the ISO forms file
o Submit form to the Director for approval
o Scan and email approved form to Linda Breuer at the Dearborn office



· Perform reengagement calls to meet self-placement goal


· Inventory and Supplies (as needed)
Required Experience:

* Required to be an effective communicator both written and oral.
* Experienced in answering telephones in a courteous, efficient and professional manner.
* Good interpersonal skills.
* Knowledge of various types of office equipment.
* Previous office experience.
* Basic computer skills required.
Keyword: Administrative Assistant
From: Educational Data Systems Incorporated

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