Executive Secretary

Job Description

Job Description

Position Title: Executive Secretary

Location: Fred G. Acosta Job Corps Center, Tucson, AZ

Reports To: Center Director

The Executive Administrative Assistant position provides support for a U.S Department of Labor Job Corps contractor. The Job Corps program is a federally-­‐funded residential training program. The mission of Job Corps is to provide career-­‐ready technical and academic training and job placement assistance to program eligible youth ages 16-­‐24.

Summary of Duties:

Responsible to provide the Center Director’s Office with high-­‐level administrative
support. Functions as the Center’s lead administrative assistant and delegates and prioritizes tasks among other clerical and administrative positions.

Description of Duties:

• Conducts research, prepares statistical reports, handles information requests, and performs clerical functions such as maintaining required documentation, sorting/distributing mail, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May make travel arrangements as necessary.
• Performs various administrative functions to relieve Center Director of details.
• Reviews and may prepare answers to correspondence concerning all aspects of Center Operation.
• As representative of Center Director has direct contact with students, staff, Department of Labor representatives, other government agencies, community organizations, other Centers, officials of HLS and other companies.
• Manages supervisor’s calendar and independently schedules appointments.
• Screens incoming calls and correspondence and responds independently when possible.
• Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance.
• Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
• Takes and transcribes dictation, and composes and prepares confidential correspondence, reports and other complex documents.
• Arranges complex and detailed travel plans and itineraries, complex documents for travel related meeting, and accompanies supervisor when requested.
• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by supervisor.
• Composes and types routine correspondence.
• Organizes and maintains file system, and files correspondence and other records.
• Answers and screens supervisor’s telephone calls and arranges conferences calls.
• Coordinates supervisor’s schedule and makes appointments.
• Research, and compiles and types statistical reports.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
• Makes copies of correspondence or other printed materials.
• Prepares outgoing mail ad correspondence, including e-­‐mail and faxes.
• Orders and maintains supplies, and arranges for equipment maintenance.
• Operates office machines such as computer, typewriter, adding, calculating, fax and duplicating machines.
• Ensures timely submission, logging and tracking of all Center contract deliverables, requests, reports and correspondence. Drafts, writes and proofs correspondence. Responsible for the quality of internal/external communications with the Corporate Office, Department of Labor and outside organizations.
• Maintains Job Corps/Company systems and libraries.
• Prepares, coordinates and distributes Center’s weekly newsletter. Works with Center staff to obtain newsletter articles and center highlights. Prepares and distributes meeting minutes.
• Provides administrative support to other departments and provides training to other clerical staff as needed.

Education/Experience:

• High School diploma or equivalent required. Advanced degrees preferred.
• A minimum of five years administrative experience required.
• Degree or certification from an accredited or certified training program in clerical or
  administration preferred.

Certifications/Licenses:

• Valid state driver’s license
• CPR/First Aid certifications

Equal Opportunity Statement Human Learning Systems provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal state or local laws.