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  • Administrative Assistant

    Educational Data Systems IncorporatedStaten Island, NY

    Job #65467929

  • 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

    · 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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