Administrative Assistant

The Charleston Administrative Assistant is responsible for assisting the Operations Manager and Contract Managers with administrative and clerical tasks related to policies, procedures, and best practices of the employment life cycle of all employees associated with the CCSD contract. This also includes assisting the Operations Manager and Contract Managers with additional tasks the client requests to be added to the day-to-day administrative functions of the contract. The Charleston Administrative Assistant will also assist with recruiting and hiring efforts.

Job Duties and Responsibilities

• Answers telephones and transfers to appropriate staff members.
• Maintain a calm and professional manner while communicating with employees, staff, managers, potential new hires, and clients - verbal and written communication.
• Meet and greet clients and visitors.
• Creates and modifies documents using Microsoft Office.
• Performs general clerical duties to include, but not limited to photocopying, faxing, mailing, and filing.
• Maintains office supplies.
• Creates uniform orders and submits for approval when requested.
• Maintains electronic and paper filing system.
• Signs for and distributes USPS/UPS/Fed Ex.
• Liaison between the corporate office and area employees.
• Conducts New Manager orientation/ training to ensure successful onboarding experience.
• Submits HR action forms on behalf of management when needed.
• Assists management with tasks in the HRIS (Human Resource Information System) and payroll systems when needed.
• Prepares accurate weekly, monthly, and quarterly reports as required by CCSD.
• Maintains proper and accurate schedules within the timekeeping system.
• Monitors daily hours of 130+ employees to ensure CCSD contracted hours are met and employees are paid accurately.
• Assists with forecasting staffing needs. 
• Partners with CCSD administrative assistant to ensure pre-employment requirements are completed for badging policies.  
• Collaborates with contract managers to compile a consistent list of staffing needs. 
• Promotes the company's reputation and attractiveness as a good employment opportunity to potential employees.  
• Monitors and communicates with new hires as necessary through the onboarding process. 
• Maintains working knowledge of current employment legislation and regulations and enforcing them within the company. 
• Actively identifies alternative methods to attract suitable candidates. 
• Provides support for the staffing coordinator with all hiring and onboarding procedures as needed. 
• Completes onboarding packets for employees and their assigned school. This includes, but is not limited to, I-9 forms, background checks, TB test, and orientation.  
• Additional duties may be requested and required of you. 

Required Skills and Abilities

• Must pass background check and other required testing (contract specific)
• Must have 1-3 years of experience in an administrative role

• Strong verbal and written communication skills.

• Excellent organization, time management, and attention to detail.

• Ability to work professionally with employees, managers, applicants, clients, and office staff.

• Ability to maintain confidentiality and handle sensitive information appropriately.

• Dependable, flexible, and able to manage changing priorities.

Education and Experience

• Proficiency with Microsoft Office Suite is required. 
• High school diploma or GED is required. 
• 5 years of administrative or clerical experience preferred. 
• Bilingual in English and Spanish preferred.
• Previous entry level HR or Recruiting experience preferred. 

We are an Equal Employment Opportunity ("EEO") Employer. We fully and actively support equal access for all people regardless of Race, Color, Religion, Gender, Age, National Origin, Veteran Status, Disability, Genetic Information or Testing, Family and Medical Leave, Sexual Orientation and Gender Identity or Expression. We prohibit retaliation against individuals who bring forth any complaint, orally or writing, to the employer or the government, or against any individuals who assist or practice in the investigation of any complaint, or otherwise oppose discrimination. 

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