OA/CTS Clerk

Equus•Garrochales, PR

2d•Onsite

About The Position

This role is responsible for managing outgoing mail operations, including UPS shipments, and ensuring timely daily distribution. The Clerk will execute document copying and scanning procedures for Outreach and Admission (OA) and Career Transition Specialist (CTS) file systems with meticulous accuracy. They will generate comprehensive reports through systematic data collection via computer systems, printed documentation, and other authorized information sources. The position involves processing supportive services documentation, including verification of client information, address confirmation, item procurement, and receipt validation. Additionally, the Clerk will administer the distribution of CTS checks to students upon completion of their respective center programs, compile and provide OA/CTS documentation and records as requested by Corporate Office or DOL Regional Office, and manage incoming communications, directing callers to appropriate personnel with professional courtesy. The role also includes preparing advertising materials and information packets according to specifications, submitting office material requisitions for the OA/CTS Department, and coordinating the collection of payroll and training documentation to support Manager/Supervisor requirements. Facilitating communications to obtain necessary backup documentation for OA file verification and CTS placement confirmation, maintaining comprehensive inventory control of office supplies, and ensuring adequate stock levels are key responsibilities. The Clerk will also maintain organized records of all procurement orders for monthly submission to Manager and Accounting departments, establish and sustain professional communication standards with all stakeholders to ensure positive client relations, and execute general office administration duties with professionalism and efficiency. Proactively identifying operational needs and addressing them without prompting, ensuring all documentation is uploaded into the electronic case file system with accuracy and timeliness, and maintaining and organizing the Shared Drive for project documentation and accessibility are also expected. Additional duties as assigned by management will be performed.

Requirements

Associate's Degree in Office Administration or related field
Minimum one year of professional administrative or clerical office experience
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and customer database management systems
Professional experience working with young adults aged 16-24, demonstrating leadership capabilities and strong interpersonal skills
Current certification under Puerto Rico Law 300 and valid Puerto Rico Class 4 driver's license with an acceptable driving record
Advanced organizational and time management skills with meticulous attention to detail
Advanced written and oral communication skills with the ability to present information clearly to diverse audiences
Demonstrated capacity to manage multiple cases and projects simultaneously while maintaining accuracy
Bilingual proficiency in English and Spanish, both written and verbal.
Proven ability to maintain strict confidentiality and handle sensitive materials appropriately
Proficiency with computer software and networking systems
Ability to work effectively both independently and collaboratively within a team environment
Ability to work professionally with individuals from diverse backgrounds and with varying needs
Professional networking capabilities and demonstrated commitment to establishing collaborative relationships
Exceptional written composition skills with the ability to produce accurate, professional content

Responsibilities

Manage outgoing mail operations, including UPS shipments, ensuring timely daily distribution in accordance with departmental protocols
Execute document copying and scanning procedures for Outreach and admission (OA) and Career Transition Specialist (CTS) file systems with meticulous accuracy
Generate comprehensive reports through systematic data collection via computer systems, printed documentation, and other authorized information sources
Process supportive services documentation, including verification of client information, address confirmation, item procurement, and receipt validation
Administer distribution of CTS checks to students upon completion of their respective center programs
Compile and provide OA/CTS documentation and records as requested by Corporate Office or DOL Regional Office
Manage incoming communications and direct callers to appropriate personnel with professional courtesy
Prepare advertising materials and information packets according to specifications
Submit office material requisitions for the OA/CTS Department in a timely manner
Coordinate collection of payroll and training documentation to support Manager/Supervisor requirements
Facilitate communications to obtain necessary backup documentation for OA file verification and CTS placement confirmation
Maintain comprehensive inventory control of office supplies and ensure adequate stock levels
Maintain organized records of all procurement orders for monthly submission to Manager and Accounting departments
Establish and sustain professional communication standards with all stakeholders to ensure positive client relations
Execute general office administration duties with professionalism and efficiency
Proactively identify operational needs and address them without prompting
Ensure all documentation is uploaded into the electronic case file system with accuracy and timeliness
Maintain and organize the Shared Drive for project documentation and accessibility
Perform additional duties as assigned by management