The Administrative Specialist-WFD is a key associate at Hope Network whose primary responsibilities include: Working closely with and within various programs to provide necessary support functions. Responsibilities include providing supportive services for individuals referred for service, assisting with employability skills training and computer navigation, maintaining participant files and metrics data collection, creating and maintaining data bases to record statistical information, monitoring of budget and report completion. Other tasks as assigned by direct supervisor.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
This is not intended to be an exhaustive listing of job functions. This job description is in no way states or implies that these are the only duties to be performed by this employee. The employee is required to follow any other instructions and to perform any other duties as assigned by management.
1. Build strong relationships and partnerships with participants, external customers, and outside service organizations.
2. Assist participants with various job search related tasks including employability skills training, resume building, job searching, application completion, transportation arrangements, training using the Career Center, and computer navigation.
3. Responsible for running ICHAT background checks for participants and providing results to Career Development Specialists.
4. Collect and verify all participant required documentation for program enrollment.
5. Document and maintain accurate and current participant files, including program attendance requirements (as case notes), in the MIS and ClientTrack databases, including all interactions with participants.
6. Maintain accurate record of expenditures to assure program is within budget compliance including Petty Cash.
7. Maintain an accurate and up to date metrics file for all WFD programs. Run reports, collect data, and assist in analysis and interpretation of statistical information about our participants for reporting purposes including demographic and outcome measures (enrollment, employment, retention, etc.).
8. Assist and conduct internal file audits on a routine basis.
9. Maintain up to date community resource book and facilitate resources to participants as needed.
10. Act as the Safety Officer for WFD Department. Manage/plan required safety drills, distribute the monthly disaster plan scenarios and reports results to the Coordinator of Quality and Compliance. Also responsible for posting required labor law and employment information.
11. Responsible for making changes to the service line website along with responding to “Talk to Us” inquiries.
12. General administrative duties including maintaining an adequate inventory of office supplies, answering phones and directing/assisting participants to the appropriate service/program, and covering the receptionist position in her/his absence.
13. Regular and predictable attendance is an essential requirement of this position.
Educational / Talent Requirements:
1. Associates Degree in Human Service, Health or related field from an accredited institution or the equivalent in employment experience (2 years)
2. Ability to interact and work positively and objectively with participants from diverse cultures and socioeconomic backgrounds.
3. Knowledge of the MIS database preferred
4. Proficient in use of the Microsoft Office Suite
5. Ability to multi-task and coordinate multiple priorities as needed to meet the needs of the program and or agency
6. Knowledge of WFD and employability skills best practices
Work Experience Requirements:
1. 2 years experience working with individuals with barriers to employment
2. 2 years minimum experience working with the Microsoft Office suite
3. Experience working with large volume workload and prioritizing to complete tasks in a timely fashion and meet deadlines
4. Experience working in large and small group settings to facilitate employability skills training to include required employment documentation
5. Experience working with MI Works! Talent Connect