POSITION DESCRIPTION

Updated January 11, 2022

 

Position Title:              Executive Assistant

Supervisor:                 Executive Director FHWB

Starting Salary:           $36,500 (negotiable, depending on experience)

Work Status:              Full-time – 37.5 hours/week

Position Summary: The Executive Assistant provides diverse administrative and clerical support to the Executive Director in carrying out the goals and objectives of the Board, often handling time-sensitive, content-sensitive and/or confidential materials and duties that require discretion and high-level organizational skills.

Essential Functions/Responsibilities:

  1. Assist and support the Executive Director with correspondence, reports, memoranda, directives, proposals, etc.
  2. Provide administrative support for all WB workforce development initiatives and programs, with a particular focus on the triennial One Stop Career Center procurement and biennial WIOA Youth Service Contract procurement.
  3. Maintain files for all required meetings and contracts, including agendas, minutes, votes, signatories, and appropriate attachments.
  4. Collate and track all state issuances requiring WB action, documenting required responses, helping to ensure WB is compliant with state requirements.
  5. Support and document certification and monitoring activities required by the state.
  6. Maintain WB personnel files and act as the organization’s EEO Officer.
  7. Maintain WB Policies and Procedures binder.
  8. Develop meeting calendars, assemble materials for meetings and special events, contact attenders and track RSVPs, maintain up-to-date membership and contact lists.
  9. Purchase supplies and equipment for WB staff (6), and grant client activities (such as course enrollments, gas cards, bus passes, special event refreshments, etc.), generating purchase orders and receipts as required by the Fiscal Agent.
  10. Assist in the dissemination and follow-up of press releases and other promotional materials.
  11. Assist in the implementation of selected programs such as School-to-Career Initiative and the Manufacturing Skills Initiative, assisting with RFPs, contracts, tracking and reporting as needed.
  12. Attend to the FHWB and FHYouth websites on a regular basis, ensuring site is up-to-date, with items flagged for addition or deletion as needed (liaising with Fiscal Agent IT Coordinator).
  13. Manage REB, Inc. 501-c3 status, including annual state report; Division of Public Charities form; IRS 990EZ.
  14. Maintain REB, Inc., Youth Employment & Special Projects Fund Income/Expense reporting (under $20,000).
  15. Carry out other tasks as assigned by the Executive Director.
  16. Manage the social media sites (Twitter, Instagram, and Facebook).

Recommended Minimum Qualifications:

  1. Associate Degree and at least five years’ experience.
  2. Very strong organizational and administrative support skills.
  3. Excellent verbal and written communication skills. Bi-lingual capacity, esp. Spanish, a plus.
  4. Computer skills with ability to use Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint.
  5. Familiarity with various social media platforms.
  6. Ability to design presentations, flyers, brochures, and related meeting and marketing materials using standard computer programs as needed.
  7. Basic website maintenance skills helpful.
  8. Reliable and self-motivated, with the ability to work independently, but also to function well as a member of a team.
  9. Background/experience in working with public workforce development/employment service programs preferred. Knowledge and understanding of WIOA Laws, regulations, documentation, and monitoring requirements very helpful.
  10. Sense of humor, enthusiasm for the mission, ability to develop positive working relationships with partner organizations, government agencies, customers, and staff.

Job Environment and Physical Requirements:

The work environment and physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  1. This position is stationed on a regular basis at the Greenfield office but will require periodic travel to other parts of the 50-community workforce region for meetings and signatures, especially the greater Northampton area. Must have reliable independent transportation and a valid driver’s license.
  2. Attendance and work outside of normal business hours is periodically required.
  3. Has access to a variety of confidential organizational, financial, employee, and customer information. Errors in judgment could severely jeopardize operations or have direct financial or legal repercussions.
  4. Work is performed generally in a typical office environment which includes community spaces and varying noise levels.
  5. Frequently required to work at a desk and to sit/stand as applicable for long periods of time.
  6. Regularly convey information verbally and in writing to employees and to the public.
  7. Move about inside the office to access file cabinets and office machinery with some bending and stretching required.
  8. Must occasionally lift or move objects such as supplies, folders, books, and manuals.
  9. Multiple office or meeting locations require lifting and transporting files between offices which may weigh between 10-20 lbs.
  10. Manual dexterity to operate a telephone, keyboard, and calculator at an efficient speed and to view computer screens, spreadsheets, and documents for extended periods of time.
  11. Specific vision abilities include vision and the ability to adjust focus.

Please email your resume and cover letter to: careers@masshirefhwb.org

APPLICATIONS WILL BE ACCEPTED UNTIL THE POSITION IS FILLED

 

The FHWB is an AA/EEO Organization