Admin support

Equus•Oklahoma City, OK

6h•$20 - $23

About The Position

The Administrative Assistant provides administrative and coordination support for American Job Centers serving the 34-county Western and Central Oklahoma workforce region. The role supports workforce partners and leadership through communication, meeting coordination, data tracking and reporting, accessibility coordination, technology support, and maintenance of operational documentation. The position helps facilitate communication, track action items, support reporting requirements, and assist with special projects that contribute to an integrated workforce service delivery system. The role maintains files, records, reports, and documentation; assists with data collection, tracking, analysis, and report preparation; prepares meeting materials; manages calendars and filing systems; and supports leadership projects. It coordinates meetings and follow-up with workforce partners, Board staff, and service providers, while maintaining action-item logs and supporting information sharing among American Job Center partners. Additional duties include compiling operational and partner activity reports, gathering documentation for monitoring and compliance activities, coordinating accessibility resources and Language Line services, assisting with meeting-platform and equipment needs, drafting and distributing communications, supporting workforce center procedures, and assisting with operational and partner-engagement projects. The role requires organization, attention to detail, technological proficiency, sound judgment in a confidential environment, and effective communication with staff, leadership, and partners.

Requirements

High school diploma or GED, or 1–2 years of experience in a workforce environment or in coordination/planning.
Significant demonstrable experience and/or training providing administrative support functions to multi-layered projects.
Ability to communicate clearly and concisely with staff and leadership through presentations, in person, by telephone, and in writing and orally.
Ability to work in a complex, fast-paced, confidential environment.
Excellent verbal and written communication skills, including public speaking ability.
Ability to use software programs such as Microsoft Office for correspondence, reports, statistical compilation, analysis, and database access.
Ability to maintain confidentiality.

Nice To Haves

Associate degree or bachelor's degree preferred.

Responsibilities

Maintain files, records, reports, and documentation related to workforce center operations and partner activities.
Assist with data collection, tracking, analysis, and report preparation.
Enter and maintain information in spreadsheets, databases, and reporting systems.
Prepare meeting materials, agendas, presentations, and supporting documentation.
Maintain calendars and coordinate scheduling for meetings, trainings, and partner events.
Organize and maintain electronic and paper filing systems.
Assist leadership with administrative projects and assignments.
Coordinate and participate in virtual and in-person meetings with workforce partners, Board staff, and service providers.
Prepare meeting invitations, agendas, materials, and follow-up communications.
Record meeting notes and maintain action-item tracking logs; monitor action-item progress and communicate updates.
Serve as a point of contact for routine communications among workforce system partners.
Support collaboration and information sharing among co-located and affiliate American Job Center partners.
Compile, review, and maintain operational and partner activity reports.
Track partner participation, center activities, and workforce system initiatives.
Gather documentation for monitoring reviews, audits, and compliance activities.
Ensure timely and accurate submission of required reports and supporting documentation.
Maintain reporting dashboards, tracking tools, and related records.
Coordinate accessibility resources and accommodations for American Job Centers and maintain related documentation and resource inventories.
Coordinate Language Line services and other accessibility resources as needed.
Assist with virtual meeting platforms, conference room technology, and resource room equipment; track and report technology issues to support personnel.
Draft, edit, and distribute workforce system communications, meeting summaries, and partner updates.
Support implementation of workforce center procedures and operational initiatives.
Maintain resource materials and partner information.
Coordinate distribution of workforce system announcements, resources, and updates.
Support special projects related to workforce center operations and partner engagement.