Job Information
Heartland Works, Inc. Administrative Assistant in Topeka, Kansas
This job was posted by https://www.kansasworks.com : For more information, please see: https://www.kansasworks.com/jobs/13018092
- Full-time 40 hour a week position
- Remote
- Must reside in the Topeka area as there will be some travel
- All health, dental, short-term and long-term disability paid 100%
- 403(b) 5% contribution after 6 months
- State holidays = 10
- Vacation and sick leave
- \$18.00 per hour
Position Summary
Under the leadership of the Executive Director, the Administrative Assistant plays a key role in supporting the board, leadership team and workforce center staff, ensuring the smooth operations of Local Area II. This position will provide administrative support in various aspects to include assisting with communications, project and document management and ensure efficient workflow across the organization. This position will handle confidential information with discretion and professionalism.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Administrative Support:
- Compile reports, agendas, issue meeting announcements
- Responsible for all aspects of on-boarding/new hire paperwork as well as termination process and paperwork
- Assist and coordinates recruiting efforts
- Assist with payroll processing, including but not limited to timesheet gathering and calculations
- Perform light accounts payable processing tasks
Communication:
- Serve as the primary point of contact for internal and external communications to include phone calls
- Serve as the primary contact for IT Support and issues
- Assist HWI leadership team and front-line staff in the production of organization outreach materials
Document Management:
- Assist with maintaining company website including uploading documents and creating pages at the direction of the Executive Director
- Assist with inventory counts and assist with inventory of equipment to include movement in all locations
- Assist with agreements and contract renewals such as insurance, leases, monitoring, etc.
- Utilize KANSASWORKS case management system to pull information and reports
Meeting Coordination:
- Coordinate board meetings, compile board packets, send out mailings, take and maintain meeting minutes and other board support functions to maintain smooth operations
Project Management:
- Assist with Workforce Innovation and Opportunity Act (WIOA) Adult, Dislocated Worker and Youth program tasks, including but not limited to, providing back-up support on client paperwork processing and data entry; record monitoring, and performance measure tasks
- Maintain and update human resource systems and tools such as the Personnel Handbook, personnel files, phone directory
- Assist with preparation of monitoring reviews, Request for Proposals (RFP), procurements and other workforce related activities
Event Planning:
- Schedule staff training and conferences to include registration for conferences, travel and hotel accommodations
- Coordinate and participate in planning facility arrangements for various meetings and special events
Confidentiality:
- Handle sensitive and confidential information with the utmost discretion and professionalism.
Office Management:
- Responsible for getting and distributing mail both physically and digitally
- Responsible for ordering office supplies for all locations
Perform other duties as assigned that would lead to successful operation of the Kansas Local Area II Workforce Development Board (LWDB)