Position Summary: The Workforce Development Administrative Assistant serves as a key point of contact for participants, employers, training providers, and community partners, helping to coordinate services, maintain accurate program records, support compliance and reporting requirements, and ensure a positive participant experience. Through strong organizational skills, exceptional customer service, and a commitment to community impact, this role contributes to the successful delivery of programs that help individuals and families build sustainable pathways toward economic success and long-term self-sufficiency.
Job Duties:
· Support Workforce Development Director with operational needs.
· Serve as the first point of contact for workforce development participants, employers, training providers, and community partners, providing professional and responsive customer service.
· Assist with participant intake, referrals, enrollment, eligibility verification, and orientation processes.
· Prepare invoices, assist with billing and payroll stipend documentation for participants.
· Maintain accurate and confidential MOU contracts and participant files, including electronic and paper records.
· Enter, update, and track participant information, program activities, outcomes, and case notes in ETO and other designated databases and management systems.
· Assist with scheduling appointments, workshops, training sessions, meetings, and other program-related activities.
· Prepare and distribute correspondence, reports, forms, program materials, and meeting agendas.
· Support workforce development staff with tracking performance measures, participant progress, and program outcomes.
· Assist in the coordination and execution of workforce development events.
· Maintain calendars and coordinate logistics for staff, participants, employers, and community partners.
· Compile data and assist with the preparation of monthly, quarterly, and annual reports.
· Respond to inquiries regarding workforce development services, community resources, and employment opportunities.
· Establish and maintain positive working relationships with residents, employers, training providers, community organizations, and stakeholders.
· Support efforts to strengthen partnerships and maximize resources that benefit program participants and the Far Eastside community.
· Assist with purchasing, inventory management, and general office administration duties as needed.
· Maintain confidentiality of participants and organizational information.
· Contribute to a welcoming, inclusive, and mission-driven environment that empowers residents to achieve economic mobility, stability, and self-sufficiency.
· Perform other duties as assigned.
The preceding essential function statements are not intended to be an exhaustive list of tasks and functions for this position. Other tasks and functions may be assigned as needed to fulfill the mission of the organization.
Qualifications/Knowledge/Skills/Abilities:
- High school diploma or equivalent required.
- Associate degree in Business Administration, Public Administration, Human Services, Workforce Development, or a related field preferred.
- Minimum of two (2) years of administrative support, office management, customer service, or program enrollment experience.
- Experience working in workforce development, nonprofit, education, social services, or community-based organizations preferred.
- Knowledge of general office administration practices and procedures.
- Knowledge of qualifications and requirements of state and federal funding to verify participant eligibility and compliance.
- Understanding of workforce development programs, employment services, career pathways, and community resources preferred.
- Knowledge of data entry, records management, and document retention practices.
- Familiarity with grant funded programs and compliance requirements is a plus.
- Knowledge of customer service principles and practices.
- Ability to efficiently take notes.
- Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
- Ability to work independently and collaboratively in a team-oriented environment.
- Ability to interact effectively with individuals from diverse cultural, educational, and socioeconomic backgrounds.
- Ability to establish and maintain positive relationships with residents, employers, training providers, and community partners.
- Ability to prioritize tasks, meet deadlines, and adapt to changing program needs in a fast-paced environment.
- Ability to sit, stand, walk, and use standard office equipment for extended periods.
- Ability to occasionally lift and carry materials weighing up to 25 pounds.
- Ability to travel locally for meetings, training, community events, and outreach activities as needed.
Job Type: Part-time
People with a criminal record are encouraged to apply
Work Location: In person
