Job Location : Decatur,IL, USA
Performs full clerical, administrative, and general office duties of a responsible and confidential nature. This role also involves entering participant information, programmatic and service data, outcome metrics, and verifying data accuracy for CEJA. This person will work with various reporting systems as directed by the Department of Commerce and Economic Opportunity (DCEO) and coordinate with other program roles to manage data entry and reporting processes. This is a grant-funded position and is subject to continued funding.
ESSENTIAL FUNCTIONS
Schedule appointments and arrange for meetings, conferences and graduations for Director and EnRich team.
Communicate Director's instructions to EnRich team, participants, vendors, various individuals and/or departments/divisions.
Organize and maintain files of Director's correspondence and records and follow up on pending matters.
Route or answer correspondence not requiring Director's attention.
Prepare routine letters and memoranda for Director's signature.
Organize and expedite the flow of work through the EnRich office and initiate follow-up action.
Receive and screen telephone calls, letters, and/or visitors and answer routine questions and furnish information.
Process applications for the EnRich programs.
Maintain confidentiality of participants information
Track and update participants excel spread sheets
Check on travel requests and subsequent registration/hotel/flight/etc. information for Enrich Directors or EnRich staff.
Prepare special reports by gathering and summarizing data.
Prepare complex correspondence, reports and presentations.
Assists in compiling, preparing and summarizing Participants data for EnRich programs for monthly report.
Organize and orders adequate supplies/materials for the EnRich programs.
Prepare agenda and type minutes from EnRich team meeting.
Route incoming mail/prepare outgoing mail.
Assist with planning and conducting of EnRich Program Graduations and all events.
Distribute Stipends.
Responsible for knowledge/use of adaptive equipment/software.
Assist Executive Assistant with duties assigned.
Implement procedures to ensure the accuracy and integrity of all program data.
Conduct regular audits of data entries to maintain high-quality data standards.
Address and resolve any data-related issues promptly.
Utilize reporting systems as directed by DCEO, ensuring compliance with all technical requirements.
Stay updated on any changes or updates to the reporting systems and adapt processes accordingly.
Troubleshoot and resolve any issues related to data entry and reporting systems.
Perform other duties as assigned.
Required Qualifications
Associate's degree in a related field and three years of experience in performing secretarial work.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Strong written and verbal communication skills and word processing and spreadsheet skills; good telephone skills; experience and ability to work with the public in stressful situations; ability to prioritize job responsibilities; knowledge of modern office practices and procedures; ability to make decisions in accordance with college policy, rules, regulations, and departmental policies; and the ability to establish and maintain effective working relationships with other employees and with the public; the ability to maintain and manage a quiet study environment; inform the Director of any concerns promptly.
Preferred Qualifications Physical Demands
Must be able to receive, process, and provide visual and verbal information: occasional irregular hours and travel. Provide timely response to externally imposed conditions and deadlines. Respond to concurrent, multiple, non-related issues. Must be able to work effectively in stressful situations.
Salary Pay Band N-7, $17.58/hr