Administrative Specialist

About the Role

The Administrative Specialist provides administrative and coordination support for the American Job Centers (AJCs) serving the 34-county Western and Central Oklahoma workforce region. This position serves as a key administrative resource to workforce partners and leadership by facilitating communication, tracking action items, supporting reporting requirements, and assisting with special projects that support an integrated workforce service delivery system.

Key Responsibilities

Administrative Support

• Maintain files, records, reports, and documentation related to workforce center operations and partner activities.
• Assist with data collection, tracking, analysis, and report preparation.
• Enter and maintain information in spreadsheets, databases, and reporting systems.
• Prepare meeting materials, agendas, presentations, and supporting documentation.
• Maintain calendars and coordinate scheduling for meetings, trainings, and partner events.
• Organize and maintain electronic and paper filing systems.
• Assist leadership with administrative projects and assignments.

Meeting & Partner Coordination

• Coordinate and participate in virtual and in-person meetings with workforce partners, Board staff, and service providers.
• Prepare meeting invitations, agendas, materials, and follow-up communications.
• Record meeting notes and maintain action-item tracking logs.
• Monitor progress on assigned action items and communicate updates as needed.
• Serve as a point of contact for routine communications among workforce system partners.
• Support collaboration and information sharing among co-located and affiliate American Job Center partners.

Data Tracking & Reporting

• Compile, review, and maintain operational and partner activity reports.
• Track partner participation, center activities, and workforce system initiatives.
• Assist with gathering documentation needed for monitoring reviews, audits, and compliance activities.
• Ensure timely and accurate submission of required reports and supporting documentation.
• Maintain reporting dashboards, tracking tools, and related records.

Accessibility & Technology Support

• Assist in coordinating accessibility resources and accommodations for American Job Centers.
• Support compliance with accessibility standards by maintaining documentation and resource inventories.
• Coordinate Language Line services and other accessibility resources as needed.
• Assist with technology-related needs, including virtual meeting platforms, conference room technology, and resource room equipment.
• Track and report technology issues to appropriate support personnel.
• Maintain inventories of technology and accessibility resources.

Requirements & Tech Stack

• Microsoft Office (for correspondence, reports, statistical compilation, analysis, and database access)

Qualifications

• High school diploma or GED
• 1-2 years of experience in a Workforce environment or coordination/planning experience
• AA or BA preferred
• Significant demonstrable experience and/or training in providing administrative support functions to multi-layered projects
• Ability to clearly and concisely communicate with staff and leadership via presentations, in person, telephone, written and oral
• Accustomed to working in a complex, fast-paced and confidential work environment
• Excellent verbal and written communication skills including ability to do public speaking
• The ability to maintain confidentiality is a must