Outreach Assistant

Serrato Corporation • Chicopee, MA

1d

About The Position

The Outreach Assistant is responsible for performing administrative and clerical duties, maintaining all required documentation, reports and statistics for the project, reviewing all folders and forms for accuracy and completeness, and ensuring Quality Control of all Outreach and Admissions applications and other duties in compliance with government and management directives. This role involves a variety of administrative and clerical tasks, including dictation, transcription of correspondence and reports, managing telephone calls and visitors, maintaining calendars, scheduling appointments, and coordinating meetings. The assistant will also review and audit assigned areas for contractual compliance, maintain correspondence logs and document libraries, act as a liaison, process applicant folders, summarize operational data, and maintain data processing and communication systems. Additionally, the position includes participating in outreach activities, communicating with community groups and service agencies, recruiting and screening arrivals, and conducting job development activities with employers to assist in student placement.

Requirements

• Ability to perform each essential duty satisfactorily.
• Proficiency with advanced Microsoft Office applications including Word, Power Point, Outlook, and Excel.
• Computer Literacy with basic computer functions, email, internet, and basic programs such as Adobe Acrobat.
• Knowledge of career.
• High level of communication, interpersonal skills, and organizational skills.
• Extensive knowledge of standard office practices and procedures.
• Skill in operation of variety of office machines.
• Ability to work in fast paced deadline-oriented situation.
• One-year secretarial experience required.
• High school diploma or general education degree (GED) required.
• Valid State Driver's License.

Nice To Haves

• Associates in Business Degree preferred.

Responsibilities

• Perform a variety of administrative/clerical duties, including dictation and transcription of correspondence, reports and other documents.
• Receive telephone calls and visitors; tactfully refer them to the proper individual if the OA/CTS manager is not available.
• Maintain calendar of events, schedules, appointments and take minutes of meetings.
• Coordinate meeting arrangements such as time, place, attendees and matter(s) to be discussed.
• Review and audit all assigned areas regularly for contractual compliance and effectiveness of delivery of services to students. Prepare related reports.
• Maintain correspondence control log and coordinate preparation of special reports.
• Maintain central library of required documents, handbooks, directives, and center operation procedures; ensure distribution to designated staff.
• Act as liaison between the coordinator and staff, community contacts and the customer.
• Receive, log, and review all applicant folders and placement forms for eligibility, completeness, and accuracy.
• Condense, summarize and prepare major operational data for review by the manager; prepare data with regard to performance standards and contractual goals and requirements for review by the manager; develop, coordinate and operate systems required by the manager to plan and evaluate project performance.
• Maintain data processing system and communications system.
• Participate in outreach activities; maintain communications with and provide information to community groups, school counselors, military recruiters and other service agencies; recruit and screen a designated number of arrivals.
• Conduct job development activities with employers, military recruiters, job service offices and other employing organizations; gather job market information to be used in the placement of students; provide job counseling and job search and place a designated number of students during the career transition period; provide presentations and information to local employers that can assist in the placement and job development of students.
• Perform other duties as assigned.

Benefits

• Paid Short Term / Long Term Disability and Basic Life Insurance.
• Health care insurance available (medical, dental, vision, critical illness, accident, HSA, and FSA).
• Paid Holidays.
• Paid Time Off.
• 401(k) retirement plan with company match.
• Tuition Reimbursement.
• Employee Assistance Counseling Service Programs Available.

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED