Torchora
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Key Responsibilities and Required Skills for Job Specialist Assistant

💰 $45,000 - $65,000

Human ResourcesRecruitingAdministrative SupportCareer ServicesNon-Profit

🎯 Role Definition

This role requires a highly organized, proactive, and people-centric Job Specialist Assistant to become a cornerstone of our employment services team. In this pivotal support role, you will directly empower Job Specialists by managing the administrative backbone of our programs, allowing them to focus on high-impact client coaching and employer engagement. The ideal candidate is a master of multitasking with a passion for helping others, exceptional attention to detail, and a commitment to maintaining a positive and welcoming environment for clients from diverse backgrounds. You will be the first point of contact for many individuals on their career journey, making your contribution both visible and vital to their success and the overall mission of our organization.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • HR Intern or Coordinator
  • Customer Service Representative

Advancement To:

  • Job Specialist / Employment Specialist
  • Career Counselor
  • Recruiter or Talent Acquisition Coordinator

Lateral Moves:

  • HR Coordinator
  • Training Coordinator

Core Responsibilities

Primary Functions

  • Provide comprehensive administrative and clerical support to a team of Job Specialists, including managing complex calendars, scheduling client appointments, and preparing materials for meetings and workshops.
  • Conduct initial client intake and screening processes, patiently gathering essential information and documentation to determine eligibility for various employment programs and services.
  • Maintain and meticulously update client records and case files within the designated case management system (CRM), ensuring data integrity, confidentiality, and compliance with all program guidelines.
  • Assist clients with the practical aspects of their job search, including the completion of online applications, resume formatting, cover letter drafting, and other employment-related documents.
  • Serve as the first point of contact for the department, creating a welcoming and professional environment by answering phones, responding to emails, and greeting walk-in visitors with empathy and efficiency.
  • Coordinate and assist in the facilitation of job readiness workshops, training sessions, and hiring events, managing logistics such as room setup, material preparation, A/V equipment, and attendee tracking.
  • Perform regular data entry and generate routine reports on key performance indicators like client progress, program enrollment, and placement outcomes for internal review and funder requirements.
  • Clearly communicate program information, eligibility requirements, and available resources to prospective and current clients in a clear, patient, and culturally sensitive manner.
  • Conduct consistent and proactive follow-up communications with clients via phone and email to track their job search progress, offer encouragement, and provide reminders for scheduled appointments.
  • Research local job leads, community resources, and supportive services to build and maintain a comprehensive and up-to-date resource library for both staff and clients.
  • Liaise with employer partners to schedule interviews for clients, confirm candidate attendance, and professionally gather post-interview feedback for the Job Specialist team.
  • Manage the inventory and ordering of office supplies, workshop materials, and other necessary program resources to ensure the smooth daily operation of the department.
  • Assist in the critical process of verifying employment for placed clients, collecting necessary documentation like offer letters and pay stubs to meet program milestones and reporting goals.
  • Process and track supportive service requests for clients, such as transportation assistance or interview attire, ensuring all documentation is complete and policies are followed.
  • Provide basic technical support and guidance to clients using the on-site computer lab for job searching, creating email accounts, and completing online applications.
  • Handle sensitive and confidential client information with the utmost discretion and professionalism, strictly adhering to all privacy laws and organizational policies.
  • Participate actively in regular team meetings, staff trainings, and professional development activities to stay current on best practices and trends in workforce development.

Secondary Functions

  • Support ad-hoc data requests and assist in preparing presentations for internal and external stakeholders.
  • Assist in organizing and executing special projects, such as large-scale hiring fairs, employer panels, or annual client recognition events.
  • Maintain and update the internal resource library and online job board with current, relevant opportunities and information.
  • Provide backup support for other administrative roles within the department during absences or high-volume periods to ensure continuous service.

Required Skills & Competencies

Hard Skills (Technical)

  • Microsoft Office Suite: High proficiency in Word, Excel, Outlook, and PowerPoint for document creation, data tracking, and scheduling.
  • Case Management Software/CRM: Experience with systems like Salesforce, ETO, or similar client databases for tracking and reporting.
  • Data Entry & Management: A high degree of accuracy and efficiency in entering and maintaining client and program data.
  • Calendar Management: Expertise in scheduling and coordinating appointments for multiple team members using tools like Outlook Calendar or Google Calendar.
  • Basic Reporting: Ability to pull data and create simple, clear reports from a database or spreadsheet.
  • Professional Digital Communication: Skilled in crafting professional emails and managing digital correspondence.

Soft Skills

  • Empathy & Interpersonal Skills: A strong ability to build rapport, show compassion, and work effectively with individuals from diverse backgrounds and with various personal barriers.
  • Exceptional Organization & Time Management: Ability to masterfully prioritize multiple tasks, manage competing deadlines, and maintain order in a fast-paced environment.
  • Meticulous Attention to Detail: A precise approach to documentation, data entry, and proofreading to ensure absolute accuracy and compliance.
  • Communication (Verbal & Written): Clear, professional, and patient communication skills for interacting with clients, staff, and external partners.
  • Problem-Solving & Resourcefulness: A proactive mindset to identify issues, find effective solutions, and know when to escalate complex problems.
  • Confidentiality & Discretion: Proven ability to handle sensitive personal and employment information with the highest level of integrity and trust.
  • Adaptability & Resilience: The flexibility to adjust to changing priorities, client needs, and program requirements with a positive attitude.

Education & Experience

Educational Background

Minimum Education:

  • Associate's Degree or a High School Diploma/GED combined with equivalent professional experience.

Preferred Education:

  • Bachelor's Degree

Relevant Fields of Study:

  • Human Resources
  • Social Work
  • Psychology
  • Communications
  • Business Administration

Experience Requirements

Typical Experience Range:

  • 1-3 years of experience in an administrative, human resources, social services, or customer-facing support role.

Preferred:

  • Prior experience in a workforce development, recruiting agency, career services, or non-profit environment is highly desirable. Experience working directly with job seekers or vulnerable populations is a significant plus.
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