JOB SUMMARY

Under general direction from the Director of Planning and Development or designee, provides administrative & clerical support to the Director of Planning and Development, the Workforce Development Board, and the planning and development team, as assigned; may be assigned departmental support; duties may include (but are not to limited to) preparing correspondence, copying & filing, purchasing-related tasks, answering phones, greeting guests, planning/scheduling events, and other related administrative support functions.

ESSENTIAL FUNCTIONS

• Facilitates the efficient utilization of the Director of Planning and Development’s time through development and coordination of a calendar of appointments, meetings, engagements, and Department and community functions with individuals and groups, assisting with the prioritization of commitments, staying abreast of internal and external changes in schedules.
• Prepares drafts and final copy of correspondence, reports, resolutions and other routine and non-routine documents on behalf of the Director of Planning and Development and/or other departmental management staff as assigned, from hand-written and/or verbal notes using word processing skills and equipment; takes and prepares meeting minutes.
• Assists the Director of Planning and Development or other departmental management staff with special projects; as directed, gathers basic data/information on matters related to workforce development from sources identified by the Director or management team & provides the data/information obtained to appropriate individual(s).
• Answers telephone; takes & forwards messages to the appropriate person(s); answers routine questions related to the function of the Planning & Development Department; Receives constituent questions or concerns and notifies department management of these as appropriate.
• Assists in planning and/or coordinating meetings, events and press conferences related to department and workforce board programs and initiatives; invites attendees/participants, media & other guests as appropriate or directed; designs & prepares flyers, brochures, and other related materials, and ensures that attendee materials/packets are prepared (news releases, statistics, minutes, reports, etc…).
• Maintains a sufficient inventory of necessary supplies & equipment for the Department; orders supplies/equipment as needed and approved; obtains quotes where necessary; prepares purchase requisitions and processes invoices for payment; serves as “point-of-contact” for service providers and supply vendors; verifies appointments/service calls & escorts vendor/service provider to proper location.
• Makes travel arrangements for department staff, including reservations, preparing itineraries, travel authorization forms, and travel documentation packets.
• Review of the departmental Oracle Requisitions for accuracy and completeness of each request. This also includes management of the departmental P-card.
• Responsible for central filing, copying/scanning of records/documents, and records retention for documents related to Department’s programs/initiatives.
• Processes department mail & distributes incoming mail to the appropriate staff members.
• Sends and receives Department surveys from participants, employers, training providers and other partners and stakeholders.Logs survey results in the appropriate software application.
• Serves ad WIOA Equal Opportunity Officer
• Serves as the departments Website Liaison

MINIMUM QUALIFICATIONS

• Associate degree from an accredited educational institution in a related field and 2 years’ experience in administrative/clerical support OR high school graduate or equivalent and three years’ experience in administrative/clerical support.
• Proficient with Microsoft Office applications.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of department practices and procedures & County policies and procedures (may be developed after employment)
• Knowledge of and skill in using common office computer applications (word processing, data entry, spreadsheets & presentations)
• Ability to both work as a part of a group and cooperate with co-workers on group projects or work alone; handle sensitive inquiries from and contact with officials and general public; maintain a strict level of confidentiality.