Overview

The Administrative Assistant will provide administrative support to the Program Director, Social Services Supervisor, and all social services staff and helps in the preparation of all social service documentation and referrals. The Administrative Assistant is also a receptionist and is responsible for answering all phone calls during his/her shift. The Administrative Assistant may act as a liaison between the shelter administration and DHS.

Responsibilities

• The Administrative Assistant reports directly to the Program Director for all administrative and secretarial functions.
• The Administrative Assistant keeps a daily and monthly resident record of intakes and discharges and vacancies and prepares corresponding reports that detail the findings for the Program Director.
• The Administrative Assistant prepares the monthly billing from DHS as well as all supporting documentation for the Director of Family Shelters.
• The Administrative Assistant takes resident referrals from distributes information appropriately.
• The Administrative Assistant ensures that all closed cases have up-to-date notes and complete discharge information before placed in closed files.
• The Administrative Assistant update census of residents and master list daily and distributes accordingly.
• The Administrative Assistant type letters, memos, requisitions, departmental meeting minutes and applications upon request.
• The Administrative Assistant complies monthly statistical report (i.e. Audit Document, NSS-2 Report)
• The Administrative Assistant engages and assists all city/state officials during audits.
• The Administrative Assistant actively assists the Children’s Services Supervisor and the Board of Education Liaison in tracking school attendance for all residents.
• The Administrative Assistant maintains a logbook on infractions, written warnings, incidents, and unusual resident activity
• The Administrative Assistant maintains log of daily attendance of staff and approved absences.
• The Administrative Assistant attends all community board meetings.
• The Administrative Assistant answers telephones in a professional and timely matter.
• To continue to run each of our Family shelters with excellence and to meet the needs of the program, employees may be asked to assume their same position at one of our other shelters operated by the Salvation Army at the discretion of the Director of Shelters or Salvation Army Department Heads.
• Other assignments and tasks may be added at the discretion of the Director of Shelters or Salvation Army Department Heads.
• Has respect and consideration for the people being served.
• Demonstrates the ability to recognize priorities in organization of workflow. Able to perform duties independently, with minimal need of direct supervision.
• Maintains the confidentiality of clients, shelter/programs.
• Demonstrates the ability to interact in a positive and helpful manner with clients, visitors, contract staff, volunteers, and co-workers.
• Reflects commitment to building a supportive work environment and maintains a positive attitude at the work -lace and towards job.
• Projects a good image in dealing with the public and its clients. Is willing to make an extra effort to help build a quality and caring shelter/program.

Qualifications

• High School Diploma or G.E.D required.
• Experience using Microsoft Office Suite, database programs, data entry, and reception/managing multiple phone lines preferred.
• Good organizational skills, writing skills and communication skills are a must.