Description

The Community Programs Administrative Assistant will act as a liaison between Community Programs and the Finance Department to provide direct administrative and analytical support. The Community Programs Administrative Assistant will work closely with the Finance Administrative Assistant to ensure the Community Programs grants, funding sources, and programmatic reports are concise and accurate.

Essential Functions (Including but not limited to):

• Become familiar with agency operations including but not limited to funding requirements, organizational structure, and policies and procedures in order to effectively plan and prioritize workload to meet deadlines.
• Independently follow up on communications, assignments, etc. to completion.
• Coordinate communication and interaction between Community Programs/ Finance Department and liaise as necessary.
• Conduct research as needed.
• Generate and analyze reports and data as assigned for all Community Programs Grants.
• Disseminate mail efficiently while ensuring receipt and timeliness, order supplies, make copies, file, enter data, and maintain an organized and accurate filing and record-keeping system, including managing department archiving as necessary.
• Complete Requisition and Purchase Orders accurately and ensure proper documentation is submitted to the Finance department in a timely matter.
• Coordinate, set up, attend, and take notes at monthly meetings between Finance and Community Programs.
• Preserve and maintain the confidentiality of all records, information, and other matters of HOPES CAP, Inc. staff and clients.
• Maintain awareness of professional information in the field and undertake efforts to maintain and exceed competencies in the areas required.
• Support HOPES CAP, Inc.'s philosophy, mission, values, and goals while serving as a resource to staff, clients, and community.
• Participate promptly, actively, and responsively in all required communications (calls, emails, data entry, reporting, meetings, etc.) as assigned.
• Actively support the development, promotion, organization, and service delivery of Community Programs.
• Maintain and enthusiastically promote a positive image of the agency, programs, services, and staff through actions, verbal and written communication, and professional appearance.
• Maintain and promote and project a positive, supportive, and collaborative demeanor with all agency staff, supervisors, leadership team members, clients, vendors, visitors, agency partners, and any community members and officials.
• Perform any other duties as assigned in support of agency and program needs and operations.

Qualifications

MINIMUM REQUIREMENTS: (Must be fully met in order to qualify for position)

• At least 60 college credits and 2 years experience in clerical administrative services.
• Advanced computer skills include Microsoft Office (intermediate to advanced Excel), database systems, email, and the Internet.
• Ability to communicate verbally and in writing and have the necessary interpersonal skills to deal with individuals and groups of varying abilities.
• Ability to read, analyze, interpret, and enter data and draw valid conclusions that show understanding and insight.
• Ability to work independently and collaboratively under critical timeframes and work on multiple assignments and complex and sensitive information.
• Ability to be extremely flexible and adaptable in completing a diverse range of assignments in a timely manner.
• Experience working in a fast-paced environment and ability to apply good work habits to effectively complete assigned tasks and contribute to the smooth operation of the agency.
• Ability to prioritize complex workloads.