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TITLE: Administrative Assistant
PROGRAM: Homeless Family Services
STATUS: Full-time / hourly / non-exempt/ temporary
SUPERVISED BY: Program Director
UPDATED: 03/23/2022
JOB SUMMARY: This position is responsible for providing administrative support to the Homeless Family Services Program Director and other members of the Homeless Family Services management team as needed. This position will also assist in screening and processing homelessness prevention requests and will be the main point of contact for partner agencies providing homeless prevention services. This Administrative Assistant will also complete other general office duties as assigned by the HFS Program Director.
QUALIFICATIONS:
Competencies:
1. Must have strong Excel and Outlook skills
2. Must have excellent computer skills and be detail oriented.
3. Must be able to work independently with minimal supervision.
4. Must have excellent interpersonal and organizational skills.
5. Must be able to maintain program/guest/agency confidentiality and treat everyone with dignity and respect.
6. Must have a desire to work with a variety of people, situations and challenges to carry out the mission and purpose of the program.
7. Must be able to adapt to potential changes on short notice
8. Must be able to follow written policy and program procedures and report workflow gaps to the HFS Program Director
9. Must be reliable, responsible, and have excellent time management skills.
Education/Experience: A high school diploma and must have experience in an administrative support related position.
Skills: Ability to communicate clearly both verbally and in writing. Must have excellent computer skills (Windows, Outlook, MS Word, MS Excel, and MS PowerPoint). Experience in databases helpful.
DUTIES & RESPONSIBILITIES:
1. Review submitted applications to ensure documentation meets all guidelines and policy requirements.
2. Request and collect additional documents as required to satisfy grant requirements
3. Review final applications for accuracy and completeness and submit for check request.
4. Review check requests and verify payments are recorded in databases.
5. Review credit card reconciliations and verify payments are recorded in databases.
6. Maintain a record of all clients served along with other pertinent information to be identified.
7. Assist HFS Program Director with data collection and data quality assurances.
8. Participate in meetings and trainings as assigned by the Program Director.
9. Other duties as assigned.
Physical Requirements: Ability to lift 25 pounds.
Training Requirements:
Attend agency and department orientation
Attend all staff meetings and trainings as required
Apricot and HMIS training
Intacct training
