Administrative Specialist
About The Position
The Administrative Specialist 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 by facilitating communication, tracking action items, assisting with reporting, coordinating accessibility resources, providing technology support, and maintaining documentation related to workforce center operations. The ideal candidate is organized, detail-oriented, technologically proficient, and able to manage multiple priorities while maintaining accurate records and professional relationships with workforce system 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 speech.
- Ability to work in a complex, fast-paced, and confidential environment.
- Excellent verbal and written communication skills, including the ability to do public speaking.
- Demonstrated ability to use software programs, including Microsoft Office, for correspondence, reports, statistical compilation, analysis, and database access.
- Ability to maintain confidentiality.
Nice To Haves
- Associate or bachelor's degree.
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 progress on assigned action items and communicate updates as needed.
- 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.
- Assist with gathering documentation needed 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.
- Assist in coordinating accessibility resources and accommodations for American Job Centers.
- Support compliance with accessibility standards by maintaining documentation and resource inventories.
- Coordinate Language Line services and other accessibility resources as needed.
- Assist with technology-related needs, including virtual meeting platforms, conference room technology, and resource room equipment.
- Track and report technology issues to appropriate support personnel.
- Maintain inventories of technology and accessibility resources.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
