Position

OA/CTS Support Specialist

Reports To

OA/CTS Manager

Department

Outreach and Admissions/ Career Transition Services

FLSA STATUS

Non-Exempt - Full Time

Primary Position Objectives

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, ensuring Quality Control of all Outreach and Admissions applications and Career Transition Services placements, and other duties in compliance with government and management directives.  

Brief Description of Duties

• 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.
• Complies with all DOL guidelines, OFCCP regulation, Quality Assurance Plan (QAP) Serrato policies and procedures, Job Corps notices and bulletins, and Center policies and procedures.
• Works towards meeting performance standard goals.
• Adheres to required property control policies and procedures.
• Maintains good housekeeping in all areas and complies with safety practices.
• Follows CDSS plan and Code of Conduct system daily.
• Demonstrates and abides by Serrato Corporation’s core values and operating principles.
• Models, mentors, monitors appropriate Career Success Standards.
• Helps students become more employable through continuous reinforcement.
• Participation in PRH mandated staff training is mandatory. Failure to participate may result in disciplinary action up to and including termination. 
• Performs other duties as assigned.

Key Competencies

Performance Standards/Results

Effective

Communication

• Presents information both clearly and concisely and regularly confirms correct interpretation of information.
• Very high standard of communication skills both written and verbal for the presentation of facts and ideas.
• Shows professional non-verbal body language and actively listens to others. 

Organization of Work

• Action oriented. Demonstrates the ability to handle several projects simultaneously with decision making, flexibility, and problem solving.
• Implements the key principles of time management, task allocation and priority assignment in addition to personal organization.
• Shows attention to detail and ability to complete work with the highest level of accuracy and efficiency.
• Continually seek ways to improve employment service provided via development of professional skills and personal growth.

Professionalism

• Demonstrates professional interpersonal skills when interacting with others. Abides by Serrato Corporation’s Healthy Workplace Environment policy.
• Acts as team player and builds professional relationships with coworkers to achieve goals.

Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• Proficiency with 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.
• Extensive knowledge of standard office practices and procedures. Skill in operation of variety of office machines.
• High level of communication, interpersonal, and organizational skills.
• Ability to work in fast paced deadline-oriented situation

Experience

One-year secretarial or related experience required.

Education

High school diploma or equivalent required. Associates in Business Degree preferred.

Certificates, Licenses, Registrations

Valid State Driver’s License.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand, and walk; to reach with hands, arms, talk, and listen. The employee is occasionally required to sit; to use hands and fingers to handle or feel; to taste and to smell. The employee must be able to occasionally lift and/or move up to 25 pounds. Specific vision capabilities required by this job include close vision, distance vision, and peripheral vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions. The noise level can vary from moderate to loud.

Benefits Offered

• 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
• 401K & 401K Matching
• Tuition Reimbursement 
• Employee Assistance Counseling Service Program

Disclaimers

• Serrato Corporation is an Equal Opportunity Employer.
• Serrato Corporation conducts background checks and drug screens.