College: SOWELA

Department: Workforce Development

Sub department: 

Type of Appointment: Unclassified - Administrative/Staff

Salary: Start rate of $17.98 per hour, with actual offer based on experience and education

Duties and Responsibilities: • Maintains thorough knowledge of the programs, operational structure, and Executive Director’s scope of responsibilities, priorities, and commitments.
• Maintains frequent contact with public and private officials and other professionals for the Executive Director’s office.
• Schedules appointments and meetings, making changes as necessary, as well as preparing agendas for staff meetings. Maintains a calendar of activities and confirms engagements, makes travel arrangements, and requests travel reimbursements.
• Notes and coordinates commitments made by the Executive Director during meetings and arranges for staff implementation.
• Research and monitors pending issues for follow-up, develops agendas for future meetings, records and transcribes minutes, and maintains permanent records as needed.
• Determines the importance of matters at hand, prioritizes, and takes appropriate action.
• Handles a wide variety of situations and conflicts involving the clerical administrative functions of the office. Responsible for confidential and time sensitive materials.
• Assists at various meetings and functions as needed.
• Assists using all methods of communication: telephone, fax, and / or email.
• Screens visitors and telephone calls to the Executive Director, assisting or referring the calls as appropriate.
• Reviews incoming reports and summarizes the reports.
• Prepares routine correspondence including letters, memos, and reports; may compose and type correspondence involving complex and non-routine matters. Edits a variety of correspondence, materials and reports for completeness, accuracy, and adherence to agency standards for Executive Director’s signature. May be responsible for handling confidential matters, including attending meetings and accurately recording minutes involving sensitive or privileged information.
• Prepares and types a variety of contracts, interagency agreements, articulation agreements, manuals, and other important documents, and renews as necessary.
• Prepares departmental documents, including but not limited to requisitions, invoices, purchases, and incoming/outgoing payments.
• Maintains and updates office files.
• Tracks and orders office supplies. Maintains an inventory of equipment and supplies and checks and delivers mail for the department.
• Assists with facility rental program and coordinates special events, as needed.
• Coordinates with the budgeting and Business Office, providing receipts, expense reports, purchase requisitions, invoices, etc.
• Relies on experience, judgment, and self-motivation to plan and accomplish goals, using a wide degree of creativity and latitude.
• Maintains the Workforce Solutions webpage and web-portal sites.
• Other duties as deemed necessary.

Required Education: Associate degree

Required Experience: • Five years’ experience as an administrative assistant or in a related function.

Required Knowledge, Skills and Abilities: • Proficiency in the use of standard office equipment and networked personal computers, utilizing a variety of software that includes but is not limited to Microsoft products.
• Ability to initiate and complete work with little supervision and / or as a part of a team on larger projects.
• Proficiency in the use of standard office equipment and networked personal computers.
• Oral and written communication skills.
• Ability to perform basic mathematical computations needed to complete job tasks.
• Skilled at planning, organizing, and prioritizing job duties to meet deadlines.
• Maintaining interpersonal professional working relationship at all levels – students, peers, and Executives.

Required Licenses or Certifications: 

Preferred Education: Bachelor's degree preferred

Preferred Experience: • Ten or more years’ experience as an administrative assistant or in a related function in a similar environment.

Preferred Knowledge, Skills and Abilities: 

Benefits: As a member of the Louisiana Community and Technical College System, SOWELA has an attractive benefits package with a wide variety of benefit options. Benefits offered include retirement, multiple medical insurance options, supplemental insurances (dental, term life, disability, accident, vision, etc.), Tax Saver Flexible Benefits Plan (saves tax dollars on some child care and medical expenses), holidays (14 per year, typically includes longer break at Christmas), generous annual (vacation) and sick leave benefits and Employee Assistance Program. Specific benefits depend on job category, percent effort and length of employment.

Passing pre-employment criminal background screen is required as a condition of employment. SOWELA is an equal opportunity/equal access employer. SOWELA is a State As a Model Employer (SAME) agency that supports improved employment opportunities for individuals with disabilities.