What are the responsibilities and job description for the Workforce Development Administrative Assistant position at Guadalupe Centers, Inc.?
Workforce Development Administrative Assistant
Department: Workforce & Adult Education
Reports to Director of Workforce & Adult Education
Supervises: 0
FLSA Status: Non-Exempt
Schedule: Monday-Friday: Flexible Availability
Summary: The Workforce Development Administrative Assistant Provides program support to the staff at the Guadalupe Center's Workforce Development and Adult Education Department. Administrative tasks include receptionist duties, performing pre-screening/intakes on clients, conducting workforce intake sessions, transferring incoming calls to appropriate departments, providing information and referrals, and offering administrative support to the team.
Essential duties and responsibilities:
- Answer and direct phone calls, emails, and other communications in both English and Spanish.
- Greet visitors and clients, providing a warm and welcoming environment.
- Maintain and organize files, records, and documents, both physical and digital.
- Assist with scheduling appointments, meetings, and events for team members.
- Manage office supplies and inventory, ensuring availability and organization.
- Handle routine administrative tasks, including data entry, filing, and photocopying.
- Conduct workforce intake sessions for clients.
- Performs other duties as assigned
Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Required Knowledge, Skills, and Abilities:
- High school diploma or equivalent (some college coursework preferred).
- Strong verbal and written communication skills in both English and Spanish are required.
- Previous experience in an administrative or office support role with at least 1 year of experience is a plus.
- Proficiency in Google Workspace (Docs, Sheets, Slides, Forms, Gmail).
- Excellent organizational and multitasking abilities.
- Ability to work independently and as part of a team.
- Attention to detail and a proactive approach to problem-solving.
- Ability to maintain confidentiality and handle sensitive information.
Working Conditions:
This job operates in a professional office environment in the community served. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Prolonged periods of sitting at a desk.
This job description intends to provide a representative summary of the essential functions that will be required of the position given this title and should not be construed as a declaration of specific duties and responsibilities of any particular position. Employees will be assigned specific job-related duties through their hiring department. Specific job-related duties assigned by the hiring department shall be consistent with the representative essential functions listed above and shall not be expanded in role or scope.
Physical Requirements
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 essential functions.
This position also requires regular talking and hearing. Specific vision abilities required by this job include close vision such as the ability to read handwritten or typed material, and the ability to adjust focus. In addition, the position requires distance, color, peripheral, and depth perception vision abilities. The position requires the individual to meet multiple demands from several people and interact with other staff. The employee is required to stand, walk, use hands to finger, handle, or feel; and reach with hands and arms. This job requires the ability to occasionally lift office products and supplies, up to 20 pounds.
Equal Opportunity Employer
GCI is committed to a policy of equal opportunity for all employees and applicants for employment without regard to race, religion, color, creed, ancestry, age, sex, gender, national origin, marital status, pregnancy, citizenship, disability, genetic information, veteran status, service member status or any other category protected by federal, state or local law. Preventing discrimination is the responsibility of every employee in the way employees treat and interact with one another. Therefore, GCI expects all work relations to be business-like and professional, free of bias, prejudice, harassment and/or discrimination.
GCI's policy of Equal Opportunity extends to all conditions of employment including, but not limited to, recruitment, hiring, placement, training, compensation, discipline, transfers, separation, layoff, recall, leave of absence and promotion. GCI will not tolerate any discrimination in the workplace, and it is expected that any employee who believes they have been subjected to any practice that appears to be inconsistent with this policy will contact Human Resources. Improper interference with the ability of GCI's employees to perform their expected job duties is not tolerated.
GCI encourages reporting of incidents or concerns regarding discrimination to the Director of Human Resources, so that prompt and constructive action can be taken. There will be no retaliation or adverse action against an employee for raising an issue or complaint pursuant to this policy. The report will be investigated to determine what, if any, responsive action is necessary and appropriate. Any employee found responsible for an inappropriate or discriminatory act will be subject to disciplinary action, up to and including separation.
