Administrative Assistant - Young Adults

City of Lowell

Job Posting

MassHire Lowell Career Center

Administrative Assistant – Young Adults

Job Title: Administrative Assistant- Young Adults (1100-DH07, J#6720, 3760)

Department MassHire Lowell Career Center

Reports to: Young Adult Career Center Manager

Union: Ordinance, Non Union

FLSA Status: Exempt

Salary Range: $52,040.52 (min) to $61,010.38 (max) annual.

35 hours per week- Grant Funded

JOB SUMMARY

Provides greeting and oversight to any and all persons incoming to the Young Adult

Career Center. Manages appointments and data entry in a timely fashion. To perform this

job successfully an individual must be able to work in a fast paced, multi-cultural

environment assisting young adults and adults with any and all of their / job search/job

placement/educational needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Coordinate and supervise daily activities in the reception area of a busy Career Center and oversee all Reception procedures, administrative projects and establish work priorities for the day.

• Ensure that doors are unlocked and opened for staff and all copy machines and customer computers are started and ready for use.

• Ensure that Young Adult Career Center customers are greeted in a personable manner and assisted with their inquiries and referred to appropriate area

• Lobby area is cleaned and neatly organized on a daily basis.

• Brochures, calendars, handouts are copied and ready as needed, sign in sheet is kept up to date and Young Adult Career Center interest forms are processed in a timely manner.

• Data entry into MOSES and other databases for daily customers as well as additional data that may need to be entered.

• Work with the Adult Career Center for referrals.

• Assist management with administrative work as needed.

• File management, which includes review of membership, forms for missing information

• Check Stock to determine inventory level, anticipate needed supplies place and expedite orders for supplies, verify receipt of supplies

• Schedule customers for the Career Center Seminar / workshops, add notes into MOSES and verify prerequisites are completed

• Send out e-mail reminders to Customers scheduled for workshops or appointments.

• Schedule / Reschedule career advisor appointments and send out confirmation emails.

• Other duties as assigned.

COST ALLOCATION CLASSIFICATION

The person occupying this position must document and be able to support appropriate allocation of their time. This position is funded through the administrative allocations of all agency State and Federal Grant funding sources.

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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or equivalent with minimum two (2) years full-time in a customer service/receptionist role. Three (3) years’ experience working with young adults particularly those who are court/gang involved. Knowledge of local area community-based organizations, supportive service agencies and educational institutions desired.

LANGUAGE SKILLS

Bi-Lingual English/Spanish a plus, as well as the ability to read, analyze and interpret general business periodicals and federal and state regulations. Applicants must be able to present in a professional manner all CCL young adult program information, employment and work readiness practices to management, federal and state representatives as well as social service agencies.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rates, ratios and percentages based on established guidelines published by the State and/or Federal government.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of information and instructions furnished in written, oral, diagram, or graphic form.

CERTIFICATES, LICENSES, REGISTRATIONS

Must possess a valid driver’s license.

OTHER SKILLS & ABILITIES

Ability to understand and be sensitive to the needs of the economically disadvantaged young adults. Ability to develop and maintain effective working relationships with others. Ability to plan, schedule and execute assigned tasks.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk and hear.

The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

The City of Lowell is a smoke and drug free employer and requires a physical with drug screen and CORI, post offer.

Qualified individuals should apply by the deadline by submitting application/resume with cover letter using the City of Lowell job opportunities online portal:

https://cityoflowellma.munisselfservice.com/ess/employmentopportunities/default.aspx

The City is committed to encouraging diversity and inclusion through equitable opportunities for all community members. The aim is for our workforce, including contractors, to be truly representative of all sections of society and our community, and for each team member to feel respected while fostering belonging.

"The City of Lowell assures that every individual shall have equal access to all City employment opportunities. The City is all-inclusive and no person shall be denied equal access because of race, creed, color, religion, national origin, sex, sexual orientation, gender identity, age, military service, or physical/mental disability."

EOE/AA/504 Employer

Job Type: Full-time

Pay: $52,040.52 - $61,010.38 per hour

Expected hours: 35 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan

Ability to Relocate:

• Lowell, MA: Relocate before starting work (Required)

Work Location: In person