- Manage outgoing mail operations, including UPS shipments, ensuring timely daily distribution in accordance with departmental protocols
- Execute document copying and scanning procedures for Outreach and admission (OA) and Career Transition Specialist (CTS) file systems with meticulous accuracy
- Generate comprehensive reports through systematic data collection via computer systems, printed documentation, and other authorized information sources
- Process supportive services documentation, including verification of client information, address confirmation, item procurement, and receipt validation
- Administer distribution of CTS checks to students upon completion of their respective center programs
- Compile and provide OA/CTS documentation and records as requested by Corporate Office or DOL Regional Office
- Manage incoming communications and direct callers to appropriate personnel with professional courtesy
- Prepare advertising materials and information packets according to specifications
- Submit office material requisitions for the OA/CTS Department in a timely manner
- Coordinate collection of payroll and training documentation to support Manager/Supervisor requirements
- Facilitate communications to obtain necessary backup documentation for OA file verification and CTS placement confirmation
- Maintain comprehensive inventory control of office supplies and ensure adequate stock levels
- Maintain organized records of all procurement orders for monthly submission to Manager and Accounting departments
- Establish and sustain professional communication standards with all stakeholders to ensure positive client relations
- Execute general office administration duties with professionalism and efficiency
- Proactively identify operational needs and address them without prompting
- Ensure all documentation is uploaded into the electronic case file system with accuracy and timeliness
- Maintain and organize the Shared Drive for project documentation and accessibility
- Perform additional duties as assigned by management
- Associate's Degree in Office Administration or related field
- Minimum one year of professional administrative or clerical office experience
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and customer database management systems
- Professional experience working with young adults aged 16-24, demonstrating leadership capabilities and strong interpersonal skills
- Current certification under Puerto Rico Law 300 and valid Puerto Rico Class 4 driver's license with an acceptable driving record
- Advanced organizational and time management skills with meticulous attention to detail
- Advanced written and oral communication skills with the ability to present information clearly to diverse audiences
- Demonstrated capacity to manage multiple cases and projects simultaneously while maintaining accuracy
- Bilingual proficiency in English and Spanish, both written and verbal.
- Proven ability to maintain strict confidentiality and handle sensitive materials appropriately
- Proficiency with computer software and networking systems
- Ability to work effectively both independently and collaboratively within a team environment
- Ability to work professionally with individuals from diverse backgrounds and with varying needs
- Professional networking capabilities and demonstrated commitment to establishing collaborative relationships
- Exceptional written composition skills with the ability to produce accurate, professional content
All your information will be kept confidential according to EEO guidelines.
Equus Workforce Solutions is a leading provider of workforce development services in North America. With a dedicated and passionate team, Equus puts the industry’s best practices to work by focusing on the development, design, and delivery of demand-driven workforce solutions.
When you join Equus, you can expect extensive learning opportunities and networking programs. But most of all you can expect to make a lasting impact on the lives of others.
At Equus we are strengthened by diversity. We are committed to providing a work environment in which everyone is included, treated fairly and with respect. Equus Workforce Solutions is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, gender, age, pregnancy, sexual orientation, gender identity, ancestry, religion, national origin, veteran status, physical or mental disability, or reprisal or any other characteristic protected under state, federal, or local law.