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Form of workJob Description
Position Description: ORGANIZATION AND PURPOSE
Workforce Solutions Alamo is a nonprofit organization that serves as the leadership and governing body for the region's workforce development system. Workforce Solutions Alamo is responsible for over $100 million dollar budget consisting in local, state, and federal funds. Our mission is Working to Strengthen the Alamo regional economy by growing and connecting talent pipelines to employers. We are guided by the core values of Integrity, Excellence, Innovation, Collaboration, and Accountability.
Workforce Solutions Alamo is governed by a 25-member Board of Directors that reflects the diverse constituencies of the regional community: business, economic development, education, labor, community organizations, and government. Our service area includes the counties of Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and Wilson.
GENERAL DESCRIPTION
Under the direction of the CEO, performs complex and advanced administrative support to the CEO and board of directors. Work involves disseminating information, maintaining filing systems, and providing internal administrative support work. Regular attendance is required for this position. Performs other relevant duties as assigned.
ESSENTIAL DUTIES AND RESPONSIBLITIES
Develops and maintains effective office standards and procedures.Responds to inquiries and requests for information in a timely manner.Coordinates meetings, conferences, and seminars.Prepares, edits, and distributes correspondence, reports, and other documents.Maintains records and filing systems accurately; Board of Directors meetings/Committee meeting minutes.Coordinates travel plans and itineraries and prepares related documents.Assists in the planning and coordination of special events.Serve as liaison to the WSA Board of Directors on all board and committee meetings.Prepare communications to Board as directed by CEO, WSA Board Chair and/or Committee ChairpersonMaintain official minutes of the full Board and of committee meetings.Responsible for sending out all packets (agendas and minutes) before each Committee meeting (this includes Audit & Finance, Strategic, Childcare, Oversight, Nomination, Marketing and Communications, HR, and Executive Committees)Prepare for Board of Directors meeting and all Committee meetings; print handouts, set up projector screen and audio system etc.Assist CEO with daily communications (may include emails, drafting documents, telecommunications, etc.)Maintains CEO appointment calendar, schedules meetings, conferences, teleconferences or virtual meetings, and any travel as needed.Maintain professionalism, tact, and respect confidential information.Greet guests and prepare CEO as needed.Manage small events at the request of the CEO.Other duties assigned.GENERAL/ORGANIZATIONAL COMPETENCIES
Quality/Compliance: Achieving a standard of excellence with our work processes and outcomes, honoring WSA policies and all regulatory requirements.
Communication: Balancing listening and talking, speaking, and writing clearly and accurately, influencing others, keeping others informed.
Initiative: Taking ownership of our work, doing what is needed without being asked, following through.
Efficiency: Planning, managing time well, being on time, being cost conscious, thinking of better ways to do things.
Customer Focus: Striving for high customer satisfaction, going out of our way to be helpful and pleasant, making it as easy as possible on the customer rather than our department or Workforce Solutions Alamo (WSA).
Collegiality/Collaboration: Being helpful, respectful, approachable, and collaborative, cooperating with others, inside and outside the organization, to accomplish objectives to build and maintain mutually beneficial partnerships, leverage information, and achieve results.
Integrity/Transparency: Upholds social, ethical, and organizational norms and values; firmly adheres to codes of conduct and ethical principles; behaves consistently, and is open, honest, and trustworthy; acts without consideration of personal gain.
Continuous Learning & Self Development: Being receptive to feedback, willing to learn, embracing continuous improvement, proactively investigating new perspectives, approaches, and behaviors.
People Management (for those with direct reports): Setting clear expectations, reviewing progress, providing feedback and guidance, holding people accountable.
Problem Solving: Identifies problems and uses logic, judgment, and data to evaluate alternatives and recommends solutions to achieve the desired organizational goal or outcomes.
Decision Quality: Makes sound decisions that consider objectives, risks, implications, and agency and governmental regulations.
GENERAL QUALIFICATIONS
To perform this job successfully, the individual must be able to perform each essential job duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
KNOWLEDGE, SKILLS, AND ABILITIES
To perform this job successfully, an individual must be possessing the following:
Demonstrable knowledge and expertise in office practices and procedures.Ability to prepare reports, compose letters and memos with attention to detail.Skill in using tact, discretion, initiative, and independent judgment.Ability to develop and modify work procedures, methods, and processes to improve efficiency. Knowledge of the Open Meetings Act and its effect on the proceedings of the Board.Ability to oversee and coordinate assignments delegated by the CEO to ensure timely and competent completion.Strong skills with Microsoft Office, particularly with PowerPoint, Excel, and Word.Must demonstrate research and project management skills, possess a strong work ethic, and enjoy working collaboratively.Strong organizational skills with ability to manage diverse projects simultaneously.Exceptional written and oral communication, analytical, and problem-solving skills.Ability to work independently with minimal supervision.Ability to multi-task in fast-paced environment with tight deadlines and collaborate with cross functional teams to get desired results.Confidentiality is extremely important.EDUCATION and/or EXPERIENCE
Bachelors degree from an accredited four-year college or university in business administration or in a related field required. A minimum of five years of experience in high-level secretarial or administrative support, preferably for a non-profit or governmental entity.
OTHER QUALIFICATIONS
Must be legally eligible to work in the United States.Will require occasional in-region and out-of-region travel; Must have proof of valid drivers license and current auto insurance; must provide own transportation when on company business.PHYSICAL DEMANDS and WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. See the Job Activity Requirements for the Essential Job Functions attached and description of the work environment.
Workforce Solutions Alamo is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. The position will close when filled.
Equal Opportunity Employer
$48,278.00 - $78,953.00 Annually
Workforce Solutions Alamo is a nonprofit organization that serves as the leadership and governing body for the region's workforce development system. Workforce Solutions Alamo is responsible for over $100 million dollar budget consisting in local, state, and federal funds. Our mission is Working to Strengthen the Alamo regional economy by growing and connecting talent pipelines to employers. We are guided by the core values of Integrity, Excellence, Innovation, Collaboration, and Accountability.
Workforce Solutions Alamo is governed by a 25-member Board of Directors that reflects the diverse constituencies of the regional community: business, economic development, education, labor, community organizations, and government. Our service area includes the counties of Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and Wilson.
GENERAL DESCRIPTION
Under the direction of the CEO, performs complex and advanced administrative support to the CEO and board of directors. Work involves disseminating information, maintaining filing systems, and providing internal administrative support work. Regular attendance is required for this position. Performs other relevant duties as assigned.
ESSENTIAL DUTIES AND RESPONSIBLITIES
Develops and maintains effective office standards and procedures.Responds to inquiries and requests for information in a timely manner.Coordinates meetings, conferences, and seminars.Prepares, edits, and distributes correspondence, reports, and other documents.Maintains records and filing systems accurately; Board of Directors meetings/Committee meeting minutes.Coordinates travel plans and itineraries and prepares related documents.Assists in the planning and coordination of special events.Serve as liaison to the WSA Board of Directors on all board and committee meetings.Prepare communications to Board as directed by CEO, WSA Board Chair and/or Committee ChairpersonMaintain official minutes of the full Board and of committee meetings.Responsible for sending out all packets (agendas and minutes) before each Committee meeting (this includes Audit & Finance, Strategic, Childcare, Oversight, Nomination, Marketing and Communications, HR, and Executive Committees)Prepare for Board of Directors meeting and all Committee meetings; print handouts, set up projector screen and audio system etc.Assist CEO with daily communications (may include emails, drafting documents, telecommunications, etc.)Maintains CEO appointment calendar, schedules meetings, conferences, teleconferences or virtual meetings, and any travel as needed.Maintain professionalism, tact, and respect confidential information.Greet guests and prepare CEO as needed.Manage small events at the request of the CEO.Other duties assigned.GENERAL/ORGANIZATIONAL COMPETENCIES
Quality/Compliance: Achieving a standard of excellence with our work processes and outcomes, honoring WSA policies and all regulatory requirements.
Communication: Balancing listening and talking, speaking, and writing clearly and accurately, influencing others, keeping others informed.
Initiative: Taking ownership of our work, doing what is needed without being asked, following through.
Efficiency: Planning, managing time well, being on time, being cost conscious, thinking of better ways to do things.
Customer Focus: Striving for high customer satisfaction, going out of our way to be helpful and pleasant, making it as easy as possible on the customer rather than our department or Workforce Solutions Alamo (WSA).
Collegiality/Collaboration: Being helpful, respectful, approachable, and collaborative, cooperating with others, inside and outside the organization, to accomplish objectives to build and maintain mutually beneficial partnerships, leverage information, and achieve results.
Integrity/Transparency: Upholds social, ethical, and organizational norms and values; firmly adheres to codes of conduct and ethical principles; behaves consistently, and is open, honest, and trustworthy; acts without consideration of personal gain.
Continuous Learning & Self Development: Being receptive to feedback, willing to learn, embracing continuous improvement, proactively investigating new perspectives, approaches, and behaviors.
People Management (for those with direct reports): Setting clear expectations, reviewing progress, providing feedback and guidance, holding people accountable.
Problem Solving: Identifies problems and uses logic, judgment, and data to evaluate alternatives and recommends solutions to achieve the desired organizational goal or outcomes.
Decision Quality: Makes sound decisions that consider objectives, risks, implications, and agency and governmental regulations.
GENERAL QUALIFICATIONS
To perform this job successfully, the individual must be able to perform each essential job duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
KNOWLEDGE, SKILLS, AND ABILITIES
To perform this job successfully, an individual must be possessing the following:
Demonstrable knowledge and expertise in office practices and procedures.Ability to prepare reports, compose letters and memos with attention to detail.Skill in using tact, discretion, initiative, and independent judgment.Ability to develop and modify work procedures, methods, and processes to improve efficiency. Knowledge of the Open Meetings Act and its effect on the proceedings of the Board.Ability to oversee and coordinate assignments delegated by the CEO to ensure timely and competent completion.Strong skills with Microsoft Office, particularly with PowerPoint, Excel, and Word.Must demonstrate research and project management skills, possess a strong work ethic, and enjoy working collaboratively.Strong organizational skills with ability to manage diverse projects simultaneously.Exceptional written and oral communication, analytical, and problem-solving skills.Ability to work independently with minimal supervision.Ability to multi-task in fast-paced environment with tight deadlines and collaborate with cross functional teams to get desired results.Confidentiality is extremely important.EDUCATION and/or EXPERIENCE
Bachelors degree from an accredited four-year college or university in business administration or in a related field required. A minimum of five years of experience in high-level secretarial or administrative support, preferably for a non-profit or governmental entity.
OTHER QUALIFICATIONS
Must be legally eligible to work in the United States.Will require occasional in-region and out-of-region travel; Must have proof of valid drivers license and current auto insurance; must provide own transportation when on company business.PHYSICAL DEMANDS and WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. See the Job Activity Requirements for the Essential Job Functions attached and description of the work environment.
Workforce Solutions Alamo is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. The position will close when filled.
Equal Opportunity Employer
$48,278.00 - $78,953.00 Annually
