Administrative Assistant

The Community Training Program (CTP) Administrative Assistant is responsible for providing comprehensive administrative support to the CTP team. This role includes managing participant records, reviewing reports, and assisting in monthly billing, contributing to smooth and efficient program operations. The administrative assistant may maintain a small caseload of participants and provide coverage as needed.

Essential Functions*:
• Provide general clerical support to ensure smooth program operations.
• Maintain and organize participant files, including regular updates and archiving.
• Keep departmental records accurate and up to date.
• Attend staff meetings and take clear, concise meeting minutes.
• Review participant timecards for accuracy before submitting to payroll.
• Assist in the billing process and maintain organized billing records.
• Organize and send participant progress reports to regional centers.
• Conduct weekly audits of staff documentation for accuracy and compliance.
• Verify staff mileage and timecards before submitting to payroll.
• Assist with onboarding new staff, including training on computer systems, voicemail, timecards, and audit trails.
• Support with staff scheduling and coordinating staff coverage.
• Aid in the coordination and maintenance of company vehicles.
• Provide direct support to program participants as needed, which may include managing a small caseload.
• Utilize effective time management, establish work priorities, and organizational skills.
*Must be able to perform essential functions of this position with or without accommodations.