Secretary

at Northlands Job Corps in Vergennes, Vermont, United States

Job Description

Northlands Job Corps is seeking an organized and detail-oriented Secretary to provide complex administrative support to the Center Director. This position serves as a liaison between the Center Director, senior management, and department staff while coordinating correspondence, reports, meetings, records, and follow-up activities.

The Secretary handles sensitive and confidential information and helps ensure that center plans, reports, procedures, and required submissions are accurate, consistent, and completed on time.

• Prepare business letters, memoranda, reports, charts, presentations, and other documents.
• Compose routine correspondence for review and signature.
• Receive, review, and verify documents, records, and forms for accuracy, completeness, and compliance with established requirements.
• Gather, review, and compile information to prepare accurate and comprehensive reports.
• Establish and maintain confidential files and records.
• Manage the Center Director’s calendar, schedule appointments, and track deadlines and action items.
• Process incoming and outgoing mail, email, faxes, and other correspondence.
• Attend departmental meetings, take notes, and prepare and distribute meeting minutes.
• Screen telephone calls and greet visitors professionally.
• Coordinate and format center plans, reports, and other documents to ensure accuracy, consistency, and timely submission.
• Ensure that center plans, Center Operating Procedures, and Standard Operating Procedures are regularly reviewed, updated, and submitted as required.
• Chair Outcome Measurement System meetings and coordinate training for OMS team members.
• Review and analyze OMS information and relevant CIS and JCRL reports.
• Conduct monthly analyses of student and employee separations to identify trends and anticipate future needs.
• Provide quarterly staff training related to OMS, CIS, and JCRL reports.
• Monitor outstanding Serious Incident Reports and maintain an accurate SIR tracking log to ensure timely and consistent follow-up.
• Follow up with members of the Senior Management Team regarding action items, deliverables, correspondence, and requested information.
• Coordinate and format departmental corrective-action plans when required.
• Maintain effective communication among the Center Director, senior management, department staff, and other stakeholders.

This job description is not intended to be all-inclusive. The employee may perform other related duties as needed to support the ongoing needs of the organization.

• Strong organizational and time-management skills.
• Ability to manage multiple tasks, priorities, and deadlines.
• Ability to prepare professional business letters, forms, contracts, proposals, presentations, reports, and other documents.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to work effectively with staff, students, visitors, and senior leadership.
• Strong attention to detail and the ability to review documents for accuracy, consistency, and completeness.
• Ability to handle sensitive and confidential information appropriately.
• Strong understanding of internet search tools and online research methods.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, desktop-publishing software, and similar applications.
• Ability to operate standard office equipment.

Please submit a cover letter and résumé to northlandshumanresources@jobcorps.org.

Northlands Job Corps is an Equal Opportunity Employer. Women, minorities, individuals with disabilities, and veterans are encouraged to apply.