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Administrative Assistant/Purchasing Clerk
Chances are you have heard of Job Corps. Do you know what we do or what we stand for? Now is the perfect time for you to learn more about our outstanding organization! Job Corps is the nations largest and most comprehensive residential, education and job training program for at-risk youth, ages 16 through 24. Since its inauguration in 1964, under the Economic Opportunity Act, Job Corps has provided more than 2 million disadvantaged young people with the integrated academic, vocational, and social skills training they need to gain independence and get quality, long-term jobs or further their education. Albuquerque Job Corps is a Career Development Services System. We are currently seeking an Administrative Assistant/Purchasing Clerk who maintains the integrity of the office and functions as a liaison between departments, students, staff, and visitors. Performs administrative duties for the department’s manager(s)/director, as well as for other staff members in that area. Provides support to the Purchasing Department and ensures that the Center is in compliance with all DOL, FAR, Corporate and Center procedures.
.Key Areas of Responsibilities:
Functions as a liaison between department and students, staff, vendors, visitors, etc.: Handles incoming emails, calls, voicemail messages and mail, and prepares information for efficient distribution and action as necessary. Uses common courtesy when greeting visitors and answering phones. Schedules appointments and interviews. Makes travel arrangements as necessary. Provides necessary information to department and manager/director to ensure timely response by either. Keeps updates on Job Corps and corporate notices and ensures department responds as necessary.
Completes copying, typing and filing as requested and needed: Produces clear copies of requested materials. Proofreads typed documents prior to returning to originator. Prepares weekly reports and other required DOL, Corporate and Center reports. Types SOPs, plans, meeting minutes, agenda memos, reports, correspondence, newsletters and any other item as directed. Pays attention to detail, ensuring that documents distributed from your department are well written, comprehensive, error free and of a high quality. Researches special topics and projects to increase awareness and resource capacity. Maintains department files to include SOPs, weekly reports, JCRL reports, etc.
Performs other duties as requested by department manager/director: Schedules and attends office meetings, sends out required reports, attends training, works in lieu of other secretaries and clerks on an as-needed basis, assists with special printed projects, acts proactively, completes tasks in a timely and proficient manner, tracks and follow through on action items, exercises good judgment and problem-solving skills on manager’s/director’s behalf, and other comparable duties.
Enters information into the Center Information System and keeps necessary files and records: Enters information into CIS as required. Maintains accurate hard and electronic copy files as necessary to ensure department meets DOL, Corporate, and Center expectations. Runs CIS reports to ensure information entered is accurate.
Ensures timely processing of purchase requests: Accurately types all required information from material request to purchase order. Has a working knowledge of data transfer from one document to another with an emphasis on detail and error recognition. Performs related data entry and data verification essential and consistent with purchasing guidelines. Makes contact with vendors as required.
Maintains department files, records and logs: Ensures files, records and logs are maintained in sequential or other prescribed methods. All documents reflect quality by maintaining all information in a systematic format for easy review and auditing. Ensures documents are received and returned by vendors in a timely manner. Interfaces with Finance and Property Departments for exchange of required information.
Maintains integrity of systems. Has a working knowledge of all DOL, FAR, Corporate and Center procurement requirements. Follows all applicable procurement regulations to include those contained in the FAR, DOL acquisition standards, OMB circulars, and executive orders. Maintains open communication. Does follow-up as necessary.
Skill / Requirements
HSD/GED relevant experience preferred.
Valid state driver’s license; CPR/First Aid certification.
To submit your resume: Go to Alutiiq.com. Click on careers and filter for Albuquerque Job Corps or email to Ruland.Henrietta@jobcorps.org, fax to 505-247-2523 or mail to Human Resources, 1500 Indian School Rd. NW, Albuquerque, NM 87104. Please include the Code number. 5886-183