Secretary II: Administrative Career Counseling

Title Code: Secretary II: Administrative Career Counseling JOB SUMMARY Provides administrative and office support for the Blueprint Career Counseling program, supporting the Career Counseling Manager or Facilitators, and professional staff by taking responsible follow-up action needed to complete work assignments. Provides accounting support for the Blueprint Career Counseling budget reconciliations and grant management, including, but not limited to, processing budget paperwork; composing and typing correspondence and related transmittal documents; collaborating with Budget Offices; and establishing and maintaining detailed office records for Federal, State, and local audits and reporting. Serves as a point of contact for communications related to Blueprint Career Counseling programs, coordinating meetings, managing calendars, processing procurement activities, and supporting program logistics to ensure effective program operations. ESSENTIAL DUTIES/RESPONSIBILITIES Serves as the administrative secretary for the Blueprint Career Counseling program, providing direct support to the Career Counseling Manager and Facilitators with budgets, programs, and activities. Manages communications and correspondence for the Blueprint Career Counseling Office, serving as a point of contact for internal and external inquiries, screening incoming mail and correspondence, and independently handling routine matters. Maintains calendars and schedules appointments for the Blueprint Career Counseling Manager and Facilitators, arranging meetings, coordinating travel, and preparing necessary materials and background documents. Prepares and manages budgets and financial records for the Blueprint Career Counseling program, including maintaining and reconciling spreadsheets and databases for department, office, CCR, and Blueprint budgets. Processes purchasing and procurement activities for the Blueprint Career Counseling program, including creating purchase orders, entering price agreements and requisitions, purchasing instructional materials, and managing inventory of office and instructional supplies. Organizes and coordinates Blueprint program logistics, including arranging field trips with complete and accurate paperwork, coordinating meeting spaces and schedules, and assigning funding to requests as appropriate. Provides meeting support for Blueprint Career Counseling activities, including preparing agendas, taking minutes, setting up and cleaning up meeting spaces, and distributing materials. Prepares written communications and documents for the Blueprint Career Counseling program, including letters, memoranda, summaries, instructions, notices, reports, and program activity summaries. Supports administrative paperwork for Blueprint Career Counseling staff, including processing payroll, travel reimbursements, and organizing electronic files and drives for the Manager and Facilitators. Conducts research and provides project support related to Blueprint Career Counseling tasks and assists with onboarding and training new staff or interns as needed. Performs other related duties as assigned within the same classification or lower. MINIMUM QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education High School Diploma or Equivalency Certificate required. Some College Level Courses in business or secretarial school training preferred. Experience Three (3) years progressive diversified secretarial and/or administrative experience, two (2) years of which were at the Administrative Secretary I level required; Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to su…

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