Location: 2239 E. 55th St. Cleveland, OH 44103
Shift: Monday - Friday, 8:00am - 4:30pm
FLSA Status: Non-Exempt

Vocational Guidance Services (VGS) changes lives and strengthens our communities through services that educate, empower, and provide the opportunity to earn a paycheck! VGS is a highly acclaimed, successful, private, not-for-profit 501(c)(3) vocational rehabilitation agency with over 130 years of dedicated experience serving persons with disabilities or other barriers to employment. We are seeking an Administrative Assistant for the Operations Division that will be responsible for performing the following duties.

• Act as the primary point of contact for the Custodial Services Division for employees and agency staff.
• Create a specified number of sales leads weekly by studying business directories; consulting business associates, checking help wanted ads, internet trolling for business leads and creating, implementing and monitoring email campaigns.
• Call on prospects to explain features of services, cost and advantages
• Maintain marketing leads and contact database Salesforce and expand through ongoing marketing efforts.
• Develop and implement a strategy and platform to ensure transparency of Contract Negotiation and specifications.
• Establish a shared network repository of contract Scope of Work (SOW), submissions, awards, and amendments for the team to access.
• As new contracts are implemented, coordinate team meetings to review the award, budgets, SOW
• Set calendar reminders for key performance action items in all VGS contracts to ensure specifications and contract requirements are being delivered.
• Assist with seeking documentation to gather, compile and complete RFP's, Contract and Amendments.
• Contribute to or produce standard contract management team reporting.
• Perform audits of invoices as required by outside agencies and VGS.
• Process and invoice all accounts for Operations departments.
• Responsible for data entry, processing employee and client records, and submit supply orders.
• Assist with organization of and participate in the internal AbilityOne review as requested.
• Assist with prescreening and scheduling applicants for interviews.
• Meet with new hires to assist them in completing their new hire paperwork if assistance is needed.
• Act as liaison between clients, employees and administrative staff.
• Order office supplies for all agency staff.
• Order contract supplies for custodial services managers.
• Maintain the needs of the mailroom including updating mailboxes, maintenance of postage machine, meter outgoing mail.
• Update the agency phone list on a monthly basis.
• Work with AtNet to update the phone list in Outlook and Teams, including the cell phone list.
• Arrange for maintenance of copiers, postage machines, which includes replenishing postage dollars as needed.
• Performs all other job-related duties as required by the Supervisor.

• Associates Degree in Business Administration with 3-5 years administrative experience preferred.
• Proficiency in Microsoft Word, Excel, Adobe Acrobat, Outlook and Teams
• Excellent written and verbal communication skills
• Ability to effectively interact within different levels of the organization and within different departments.
• Strong Organizational skills.
• Exceptional attention to details.
• Ability to work independently and manage time effectively.

Vocational Guidance Services is an Equal Opportunity Employer - Disability & Veterans.