Temporary Administrative Assistant
About The Position
The Administrative Assistant, reporting to the Program Director, plays a key role in supporting the daily operations of the Workforce Innovation and Opportunity Act (WIOA) Youth Program, a collaborative initiative with the Monterey County Workforce Development Board (MCWDB). The program’s mission is to motivate and support youth in developing the skills, confidence, and self-sufficiency needed to become active and responsible members of their communities. The Administrative Assistant provides comprehensive administrative and clerical support to ensure efficient program operations and compliance with WIOA requirements. This role assists program staff with coordinating participant intake processes, maintaining accurate and confidential client records, and supporting documentation related to eligibility, enrollment, and service delivery. In alignment with WIOA Youth Program standards, the Administrative Assistant is responsible for organizing and maintaining case files, tracking required documentation, and supporting data entry into program databases to ensure accuracy and timely reporting. The role may assist with scheduling appointments, coordinating orientations and workshops, and preparing materials for participant services, including work experience placements, career readiness activities, and supportive services. Additionally, the Administrative Assistant supports communication between staff, participants, and partner organizations by managing correspondence, responding to inquiries, and ensuring timely follow-up. This position contributes to maintaining compliance with federal, state, and local program guidelines by assisting with audits, monitoring activities, and file reviews.
Requirements
- High school diploma or GED required.
- Prior experience in an administrative or office support role, with demonstrated ability to manage multiple tasks, maintain organized records, and support daily operations efficiently preferred.
- Basic bookkeeping and business math skills, including accurate record‑keeping, data entry, and financial tracking.
- Excellent verbal and written communication skills, with the ability to convey information clearly, professionally, and compassionately to diverse audiences.
- Ability to handle sensitive and confidential information with integrity, discretion, and sound judgment.
- Strong teamwork and collaboration skills, with the ability to work effectively in a multidisciplinary environment and support shared program goals.
- Intermediate computer skills in Office 365, Teams, Zoom and other communication/meeting platforms.
- Possess a valid driver’s license and have access to a dependable means of transportation that is properly insured and operated in accordance with all laws. Agency insurer authorization is required.
- Ability to pass a pre-employment criminal background check.
- Ability to pass pre-employment drug screen and TB test.
Responsibilities
- Prepare and format professional correspondence, reports, presentations, charts, agendas, and meeting minutes to support program operations and leadership.
- Manage daily front office operations, including answering phones, responding to inquiries, greeting participants and visitors, and ensuring a welcoming, professional environment.
- Coordinate scheduling for appointments, orientations, workshops, staff meetings, and training sessions.
- Perform general office functions such as copying, filing, scanning, processing mail, and maintaining organized physical and electronic records.
- Collaborate with Program Director, Supervisor, and staff to support program goals, performance outcomes, and reporting requirements.
- Attend and participate in meetings, trainings and workshops.
- Maintain and update data systems such as CalJOBS, including client records and report generation.
- Prepare and distribute required reports for staff, leadership, and MCWDB.
- Develop and improve tracking, monitoring, and reporting systems to enhance program efficiency and compliance.
- Process and code accounts payable and receivable transactions, ensuring accuracy, proper documentation, and authorization.
- Maintain financial records including invoices, vendor files, and expenditure tracking (e.g., supportive services, work experience, incentives).
- Monitor and manage petty cash accounts.
- Oversee general office operations, including supply management and coordination of building and equipment maintenance.
- Ensure an organized, efficient, and professional office environment.
- Prioritize and manage multiple tasks effectively to meet deadlines in a fast-paced environment.
- Maintain flexibility and adaptability in response to changing workload, priorities, and program needs.
- Collaborate with internal staff and external partners/agencies to gather information and support program operations.
- Will think and act quickly and efficiently in emergencies.
- Will drive on Agency business.
- Physical presence at the program is required.
Benefits
- On the job training including paid professional development and career development
- Rewarding work environment with excellent opportunities for career growth
- Meaningful relationships with your co-workers and the individuals we serve
- Family-oriented environment
- Mileage reimbursement for travel
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Career Level
Entry Level
Education Level
High school or GED
