- Under direct supervision of the V.P. of Workforce Development, the Assistant to the V.P. of Workforce Development (Assistant) performs a variety of complex, responsible, and confidential secretarial and administrative duties which require a thorough knowledge of the division’s organizational processes and procedures.
- Additionally, the Assistant maintains updated knowledge of workforce development accreditation requirements and documentation, as well as, provides on-going administrative support for Division 200 staff.
- This position requires the ability to work independently, exercising critical thinking, effective and sound judgment, initiative without prompting, and follow through to completion.
- The Assistant acts as a primary point of contact for outside interests attempting to engage with the V.P., of Workforce Development.
Exemplary Duties / Responsibilities:
- The Assistant screens visitors, telephone calls, and mail directed to the V.P. of Workforce Development.
- Responds independently to letters and general correspondence of a routine nature regarding Division 200.
- Is responsible for division wide administrative supplies purchasing duties and maintains such purchases within the annual budget set for Division 200.
- Assists the V.P. of Workforce Development and other senior division staff with researching, compiling and analyzing data for special projects and reports including but not limited to funding proposals, community needs assessments, budget preparation, and division strategic plans.
- Maintains the V.P. of Workforce Development’s appointment schedules and calendars.
- Arranges meetings of the Workforce Development Committee and, along with the V.P. of Workforce Development, creates the agenda packet and all relevant materials that are sent to the Committee members in a timely fashion prior to all meetings.
- Takes and transcribes minutes for all Committee meetings and other meetings that the V.P. of Workforce Development facilitates.
- Makes travel arrangements for division staff as necessary
- Assists the V.P. of Workforce Development to prepare for State, Federal and Foundation funder audits, as well as, national CARF accreditation reviews.
- Maintains an accurate Workforce Development Policies and Procedures binder with updated revisions and distributes changes to division staff.
- Maintains an accurate record of division staff meetings, as well as, supporting documents as to what topics were reviewed at staff meetings.
- Maintains an up to date calendar as to when Outcome Reports are due to funders and works with the Program Managers and other appropriate division staff to generate such reports in a timely manner for the V.P. of Workforce Development review and approval.
- Maintains and monitors an up to date calendar as to when consultant contracts and partner Memorandums of Understanding and Agreements, along with the Certificates of Liability Insurance are due and informs the V.P. of Workforce Development at least one month before these documents are due for renewal.
Any combination of education and experience providing the required knowledge and skills is qualifying. Typical qualifications would be equivalent to:
- Possession of an Associate Degree in Business Management, Administrative Assistant, Secretarial skills from an accredited business school/college; and
- Specialized administration/secretarial courses; or
- Three (3) years’ progressively responsible experience as an administrative assistant.
- The Assistant to the V.P. of Workforce Development shall have working knowledge in the following areas: correct English usage, grammar, spelling, letter and document construction and punctuation; modern office methods, procedures, equipment purchasing and filing systems.
- The Assistant shall be adept in business letter- and report-writing techniques, proofreading, statistical and record-keeping principles and procedures, and other regulatory documentation.
- The Assistant to the V.P. of Workforce Development shall be required to perform responsible secretarial and clerical work requiring independent judgment with speed and accuracy; to learn, to interpret and to apply organizational policies, procedures and practices; and to take responsibility for the compilation and organization of minutes and reports.
- The Assistant shall compose correspondence of his/her own initiative; process accurately from a clean copy at a speed of 65 words per minute; and transcribe accurately from a recorder.
- He/she must meet the public tactfully, and courteously; answer questions in person and over the telephone; communicate effectively with all Goodwill Board of Trustee members and segments of the community; and demonstrate leadership competencies in building a high performance organization.
Core Competencies II:
To perform the job successfully an individual should demonstrate the following competencies;
- Confidentiality – Understands and adheres to high level confidentially in all work related information discussions and information sharing in all meetings of the board, and by upper level staff.
- Ethics and Values – Adheres to Goodwill core values and beliefs during both good and bad times; acts in line with those values.
- Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in a group problem solving situations; uses reason even when dealing with emotional topics, people and/or situations
- Task Management –Communicates changes and progress; completes projects on time and budget.
- Technical Skills – Pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others
- Customer Service – Responds promptly to customer needs; solicits employee feedback to improve service; responds to requests for service and assistance; meets commitments.
- Interpersonal Skills – Listens to others without interrupting; keeps emotions under control; remains open to others ideas and tries new things
- Verbal Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills effectively; participates in meetings.
- Teamwork – Balances team and individual responsibilities; exhibits objectivity and openness to others views; welcomes feedback; contributes to building a positive team spirit; promotes inclusiveness, puts success of team above own interests; supports everyone’s efforts to succeed.
- Diversity –Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment. Must be able to work with diverse cultures, as well as those with barriers to employment, inclusive of disabled populations.
- Inclusion & Equality – Is inclusive, shows respect and sensitivity for all differences; gender, sexual orientation, and culture. Promotes equality in all aspects of work-life at Goodwill SOLAC
The Assistant to the V.P. of Workforce Development must possess a valid California motor vehicle operator’s license, and must be willing to use his/her personal vehicle in the course of employment.
The Assistant to the V.P. of Workforce Development should demonstrate a mastery of fundamental office operating procedures, and knowledge of principles behind standards and accreditation reviews.
This job specification should not be construed to imply that these requirements are the exclusive standard of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required by their supervisor.