Office Assistant- Northwest Career Center

Position Overview:

This is an office support position requiring knowledge of general office and clerical tasks. Work involves performing limited office support duties for a department or program.

Essential Duties

• Provides clerical/administrative support to departments, such as Front Desk, Unite Us Data Entry, Business Services, Career Development Facilitation

Front Desk

• Assist with receiving and screening incoming calls and visitors and directs them to appropriate department.

• Assist with giving routine information to public or refers them to proper sources of information.

• Operates various office equipment, i.e. fax machine, photocopiers, scanner, etc.

• Assist with maintaining and organizing files.

• Assist with scheduling appointments, assists in special events, and assists in meeting services (room set-up, food organization, etc.).

• Performs other duties as required (i.e. Unite Us Data Entry, Business Services, Career Development Facilitation & Systems Tech Duties)

Unite Us Data Entry

• Assist Customers seeking to enroll in training or requesting career services

• Assist with the collection of the basic job readiness documentation (ID, Resume) and assist with uploading WIOA Eligibility documentation.

• Assist with Referral assignments to CDF’s, while maintaining a tracking system to evenly assign cases among the CDFs at their location.

• Performs other duties as required (i.e. Front Desk, Business Services, Career Development Facilitation & Systems Tech Duties)

Business Services

• Assist in recruiting/connecting businesses to services of the Mayor’s Office of Employment Development

• Assist in conducting job matching activities for job seekers

• Assist in conducting job development for targeted populations

• Performs other duties as required (i.e. Front Desk, Unite Us Data Entry, Career Development Facilitation & Systems Tech Duties)

Career Development Facilitation
• Assist with customer outreach, regarding referral services

• Assist with customer resume completion

• Assist with assessing customers’ employment needs, skills and abilities

• Assist with workshop sessions which seek to accomplish one or more of the following objectives:

1) Provide instruction in job seeking, job retention and all related aspects of the world of work;

2) Motivate interest;

3) Build self-esteem;

4) Foster positive attitudes.

• Performs other duties as required (i.e. Front Desk, Unite Us Data Entry, Business Services & Systems Tech Duties)

Systems Tech
• Assisting with maintaining filing systems, by taking folders, categorizing materials according to established system and searching files for materials.

• Performs other duties as required (i.e. Front Desk, Unite Us Data Entry, Business Services & Career Development Facilitation Duties)

Key Attributes:

• Knowledge of existing office practices, procedures, and equipment.
• Knowledge of business English, and good at spelling, punctuation, grammar and oral communication.
• Ability to learn and use MOED and City designated software programs such as Fundware, e-time, WME, ETO, Unite Us, etc.
• Knowledge of business arithmetic and ability to make moderately complex arithmetic computations and tabulations with accuracy and speed.
• Ability to communicate verbally and in writing.
• Ability to meet and greet visitors in a professional manner.
• Ability to establish and maintain effective working relationships with associates and the public.
• Ability to plan, organize and execute continuing assignments, to work independently and to maintain moderately complex records.
• Ability to work as a member of a team to assure project completion.
• Ability to prioritize and handle multiple tasks.
• Ability to act in a professional manner at all times.
• Ability to keep information in confidence.
• Must be computer literate and familiar with word processing, spreadsheet, and database applications (i.e. MS Word, Excel, Access, etc.).

Required Education & Experience:

One year of office/clerical experience.