Sr. Administrative Assistant

NCTCOG•Arlington, TX

2d•Hybrid

About The Position

Workforce Solutions of North Central Texas (Workforce Development Department) is a division of the North Central Texas Council of Governments. Our mission is to advance business-driven solutions that promote economic growth, opportunity and a skilled workforce. Our core values of trust, leadership, inclusion and community permeate everything we do. The programs we oversee are designed to ensure the businesses in our 14-county region remain competitive, that workers have the opportunity to obtain skills that will help them become or remain self-sufficient, and that our communities are economically resilient. The Workforce Development Department of the North Central Texas Council of Governments is seeking a Senior Administrative Assistant to support the Department’s administrative and planning activities.

Requirements

Ability to operate a variety of office equipment
Working knowledge of Microsoft Word, Outlook, PowerPoint, and Excel
Good communication skills, both written and verbal
Good interpersonal skills
Ability to work independently and in a team environment
Detail-oriented, highly-organized, with an ability to manage multiple assignments/tasks and work well in a deadline-driven environment without diminishing quality of work

Responsibilities

Provides customer service to the agency membership, the public and staff by greeting visitors; gathering information and responding to inquiries; maintaining manager, staff and/or departmental calendars; managing and resolving scheduling conflicts; ensuring adherence to set schedules; providing technical assistance and back-up support; and developing and maintaining communication with managerial and executive staff, elected officials, and external boards and agencies.
Answering questions, distributing messages, and directing requests to the appropriate staff
Developing and maintaining effective communications with varying levels of staff and external agencies
Copying, faxing, scanning, assembling, and distributing documents
Supporting departmental records management services team by ensuring compliance with identified regulations and guidelines; assisting with informing and directing staff on the proper procedures for maintaining, storing and destroying paper and electronic files; and providing other services as needed.
Carrying out meeting preparations and clean up, including setup of meals or refreshments, distribution of meeting materials, attendance at meetings, and documentation of meeting proceedings
Coordinating travel arrangements and reimbursements in accordance with federal, State, and Agency regulations and guidelines.
Reconciling expenditures and drafting documentation as needed for clarification of expenses; process P-Card and individual expense reports.
Coordinates special events by locating venues; securing accommodations and equipment following set procurement protocols; interfacing with vendors, facility staff and/or presenters; monitoring attendee registration and check-in; issuing certificates of completion; providing and summarizing evaluation forms; and invoicing attendees and/or collecting payments.
Formatting and posting items on the Agency’s website
Collecting and summarizing data, and maintaining databases
Serving as a representative of the department and Agency
Assisting with planning and facilitating staff appreciation activities, team events, celebrations, and other initiatives that promote a welcoming and engaged work environment.
Supporting day-to-day office needs such as organizing materials, restocking supplies, preparing meeting spaces, coordinating minor office needs, and reporting maintenance or facility issues.

Benefits

Health/Dental/Vision/Life Insurance
Paid Leave
Paid vacation, sick leave, and personal days
Specified holidays
Phone allowance
Retirement plan
Employee assistance program
Prepaid legal services
Lunch and learn seminars
Alternate work schedules
Alternate commute programs
On-site gym
Professional development opportunities
Reimbursement for applicable professional development expenses, professional memberships, and licenses
Tuition reimbursement