Looking for a chance to use your administrative skills in a collaborative work environment? Enjoy teaming with passionate and professional co-workers to make our community a more vital place to live and work? Then join the Mother Lode Job Training Team. We have excellent opportunities for advancement as well as generous insurance, retirement (both are CalPers), fully paid dental for employees and their dependents, and an extensive holiday and time off package (5 weeks of PTO annually to start with a cash out option).
Administrative Analyst
RATE OF PAY: $23.31-$28.33/hr
BENEFITS:
· Highly Competitive Health, Dental, and Vision Insurance
· CalPers Retirement
· Generous PTO and Holidays
· Education Reimbursement
· Life Insurance
RECRUITMENT CLOSE DATE: The close date is July 13, 2026. However, candidates are encouraged to apply early as we may fill the position early if the right candidate is identified.
MLJT is an Equal Opportunity Employer under Title VII of the Civil Rights Act of 1964 and the Equal Employment Opportunity Act of 1972 (Public Law 92-261).
Auxiliary aids and services are available upon request to individuals with disabilities. CRS 711.
POSITION SUMMARY:
Under the general direction of the Deputy Director (DD), this position assists the Executive Team (ET) with communications, public relations, and board relations. The Administrative Analyst (AA) plans and researches activities, ensuring that project requirements, associated tasks, and timelines are scheduled. Under general supervision and with a focus on continuous improvement, is responsible for organizing and overseeing the creation of promotional materials and brand identity, including managing agency communications and associated platforms.
This position is characterized by the ability to tactically exercise a full range of self-directed activities by utilizing strong verbal and written communication skills (listening for understanding, writing error-free reports, accurate reporting of numeric information), customer service skills (working with clients or partners) and administration skills (high attention to detail and accuracy, timeline management). The AA must have a knowledge of workforce programs and who our customers and clients are, as well as a creative and analytical mindset.
The incumbent does not have to be an expert in the Workforce Innovation and Opportunity Act (WIOA). However, they should have a good and continually evolving understanding and acumen of program policies, procedures, functions, and regulations and/or the ability to quickly assimilate them, as well as any succeeding legislation/regulation.
ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The list below is intended to describe the general nature and level of work being performed by employees of this classification. They are not to be construed as an exhaustive list of all job duties.
Marketing and Communications:
Develops, coordinates, and distributes internal and external communications that promote agency programs, initiatives, and organizational goals. Manages the agency's marketing efforts, including the website, REACH system, social media platforms, and digital communication tools, while monitoring analytics to improve engagement and outreach. Prepares, edits, and maintains a variety of agency publications, marketing materials, presentations, and correspondence to ensure consistency with the agency's branding and communication standards. Maintains and updates the agency's Marketing and Style Guide, providing guidance to staff on branding and communication best practices. Builds and maintains relationships with media outlets, community partners, and stakeholders to enhance public awareness of agency services and initiatives. Assists with collecting, analyzing, and reporting labor market, business sector, and outreach metrics to support strategic planning and program development.
Regulatory Compliance Oversight:
Acts as the administrative liaison to various boards including Mother Lode Job Training Governing Board, Mother Lode Workforce Development Board, and Central Sierra Economic Development Board. This involves preparing for meetings, taking minutes at meetings, ensuring compliance and communication to board members, assisting with Form 700 requirements, and tracking term limits/dates; Updates contract dashboard, coordinates contract renewals, facilitates contract procurement process, and reviews contracts for accuracy and compliance; Prepares for external audits/monitoring, coordinates with auditors/monitors, and facilitates a seamless process from start to finish, including but not limited to making sure that all necessary documentation is readily available for inspection, providing requested reports/documents, completing the monitoring guide in coordination with department heads, writing reports, attending the entrance/exit interviews, and maintaining monitoring logs; Conducts compliance reviews and approvals for participant expenditures; Notifies Senior Management if a new Directive or Info Notice comes out that requires updated policies and assists with revision and distribution.
Operational Support:
Performs various duties associated with human resources administration, which may include posting job opportunities and assistance with interviews and the new hire process; Manages agency calendars, digital filing systems, and performs administrative functions in support of the agency; Schedules and organizes complex activities such as meetings, travel, conferences, and department activities for all members of the Senior Management Team; Facilitates inventory tracking and management; Administers the agency’s IT systems including video-conferencing systems, computer set-up, Office 365, SharePoint, Exchange, and Windows servers; Uses computer word processing, spreadsheet, and database software to prepare reports, and documents; May require travel, work on weekends, nights, and/or overtime; Performs other duties as assigned.
HR Administration:
Performs a variety of human resources administrative functions, including posting job opportunities, coordinating recruitment activities, assisting with interviews, and supporting new employee onboarding. Administers employee benefit programs, including Health, Dental, Vision, Retirement, and Life Insurance, and serves as a liaison for employee benefit inquiries. Maintains accurate and confidential employee records, HR databases, and tracking systems in compliance with applicable laws and agency policies. Serves as the primary point of contact for the agency's Paychex HR Consultant and HR administration within Flock. Assists with the development, maintenance, and implementation of agency personnel policies and procedures, including maintaining and updating the MLJT Employee Handbook to ensure compliance with federal, state, and local employment laws. Provides general administrative support for human resources operations and performs other related duties as assigned.
QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill, and/or ability required. Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.
Minimum Education: High School Diploma or Equivalent with specialized certification, an associate’s degree in a related field, or relevant on-the-job experience.
Preferred Education: Post-secondary education in business, human resources, communications, computers, office management or a related field.
Minimum Experience: An equivalent combination of two years’ education, training and increasingly responsible experience that provides the desired knowledge and abilities as described herein.
Preferred Experience: A background in job placement, knowledge of federal, state and local regulations, WIOA and related programs. HR Administration experience.
License: Driving is a requirement of this position. A valid California Driver’s License, personal automobile liability insurance, and reliable vehicle are required.
Supervisory Responsibilities: This position has no supervisory responsibilities.
Language Skills: Ability to read, analyze, and interpret common documents and instructions. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to develop and document simple processes and procedures.
Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, percent and decimals. Ability to calculate figures and amounts such as discounts, interest, and proportions.
Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Computer Skills and Knowledge of Software Programs: Intermediate skills in Word, Outlook, and use of Internet and basic skills in PowerPoint, databases and Excel. Preferred typing speed is a minimum of 45 wpm. Strong skills in 10 key with high accuracy.
Job Specific Core Competencies:
Leadership: Build morale and group commitments to goals / objectives; exhibit confidence in self and others; react well under pressure; champion new initiatives; show courage to act; provide clear vision, direction and inspiration; manage implementation of plans; contribute to building a positive team spirit.
Communication: Fosters open communication within agency and outside of the organization; demonstrates tact while ensuring accountability and results; uses appropriate channels to communicate; coaches effectively to ensure the goals of MLJT are met; effectively communicates orally and in writing; asks questions for clarification; communicates with internal and external customers; demonstrates strong listening skills; seeks input/feedback from business and job seekers; shares information in a timely manner; writes case notes, memos, reports, and other correspondence using appropriate grammar, spelling, and punctuation.
Results Oriented: Drives for results; meets difficult challenges with resourcefulness to see issues through to completion; has a strong sense of urgency about overcoming obstacles and getting work done; approaches issues from a holistic and team perspective; seeks opportunities to develop experience and knowledge.
Marketing Principles: Market and brand the agency within the region and workforce system; utilize knowledge of digital and social media platforms and how to best choose and manage outreach campaigns using these tools; operate with initiative, creativity, and progressive vision; position workforce development programs as a primary community partner in the service area.
Workforce Development Structure, Policies And Programs: Demonstrates knowledge of federal, state, and local workforce development programs, funding guidelines, and workforce development codes; applies rules and regulations; relates public workforce development policy, initiatives, and funding sources with the current system; understands how the personal role and responsibility of the workforce professional strengthens the larger workforce development system.
Technology Intelligence: Operates office equipment including computers and supporting word processing, spreadsheet, and database applications; adapts to changing technologies and learns the functionality of new equipment and systems.
Environment:
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.
Mobility - frequent operation of a data entry device; repetitive motion; sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing stairs; occasional driving.
Lifting - Frequently 5 pounds or less; occasionally 5 to 30 pounds.
Visual - Constant good overall vision and reading/ close-up work; frequent color perception and use of eye/hand coordination; occasional use on the telephone, talking in person.
Dexterity - Normal dexterity with frequent writing, keyboarding and repetitive motion.
Emotional/ Psychological - Frequent decision making, concentration and public contact.
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.
Employee will encounter moderate levels of stress. The inability to cope with a stressful work environment does not constitute a protected disability.
The noise level is quiet to moderate, and typically the environment is an office setting or meeting environment. Employee is occasionally exposed to travel and outdoor weather conditions. May require working weekends, nights, and/or overtime; travel. Employee may be exposed to clients that elevate emotionally charged problems or conflicts.
Job Type: Full-time
Pay: $23.31 - $28.33 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
People with a criminal record are encouraged to apply
Education:
- High school or equivalent (Preferred)
Experience:
- HR Administration: 1 year (Required)
Work Location: In person
