Administrative Assistant

GENERAL SUMMARY OF POSITION

This position is designed to provide Centerboard with Administrative support to the various programs including Scattered Sites. The administrative assistant will take direction from the Program Director.    Monday - Friday  8:00am - 12:00pm 

ESSENTIAL JOB FUNCTIONS*

• Coordinate reception area for phone coverage, manage switchboard to ensure calls are transferred to the appropriate area.
• Organize and support with SPUR/Backpack drive.
• Collect mail for 16 City Hall Square, sort and deliver mail to the individual staff mailboxes.
• Receive WB Mason deliveries, match to the packing slip to ensure all goods are included, and distribute to the applicable staff or put in the applicable location.
• Organize all bills/invoices that come through the mail in alphabetical/numerical order and scan to USB drive that will be provided to the Finance office.
• Accept cash or checks brought to the office (i.e. rent payments), ensuring a receipt is provided to the customer/client and the cash/check is put in an envelope with the receipt copy and put in the safe in the Finance office.
• Distribute checks for vendors that come to the office to pick up checks provided by Finance.
• Follow through with assigned tasks, follow up with responses and updates to status of inquiries, projects or other items.
• Greet visitors, clients and direct to appropriate staff or program.
• Order office supplies as needed; make appropriate calls for repair to ensure office equipment is working.
• Maintain and monitor housing sign in/out board in the reception office.
• Maintain and monitor van sign in/out book and keys to the vehicles
• Maintain and distribute updated staff telephone/contact listing.
• Familiarize and understand Housing Services policies for families and contract requirements for program functions.
• Coordinate paperwork, forms and folders for housing services.
• Assist with planning Centerboard sponsored events.
• Provides a high level of customer service to clients and collaterals through phone and in person engagement.
• Ask questions for an understanding of conflicts that may be presented.
• Maintain active involvement with the Safety Committee.
• Assist with ensuring facility management, safety, cleanliness.
• Ensure all data is maintained for ETO, EOHLC and myEvolv.
• Enter and exit families in ETO, coordinate Transfer &Requests (EOHLC)
• Maintain database filing systems for occupancy permits, unit swaps, additions.
• Update file maker with new families, make changes, update case manager or caseloads or delete as needed.
• Assist with reports, stabilization referrals if any.
• Act as the first point of contact for assisting families with concerns; direct to advocate, provide information, and solicit support from an assistant program director.
• Support Scattered Sites with ad-hoc projects such as family day and Christmas collections, cerate flyers, thank you letters and other functions.
• Other tasks and adhoc projects as requested.

High School degree or GED required. Some college preferred. Qualified candidates must have experience with general office duties, office equipment and Microsoft applications. Candidates should posses the ability to multi-task and communicate effectively and professionally. The ability to work with a diverse population and problem solve is essential.

PREPARATION, SKILLS & TRAININGS REQUIRED

Required trainings may include CPR/First Aid, Agency Orientation training, Multi-Cultural Awareness Orientation, HIPAA, OSHA, Ethics and Boundaries, Trauma Informed Care/Collaborative Problem Solving and any other related trainings offered by Centerboard, Inc or affiliated agencies as required.

Required skills include the ability to prioritize tasks, communicate effectively/professionally, flexibility in a changing environment and strong organizational skills.

All employees are required to attend refresher training to maintain certification compliance and to exemplify competency of skills for each of the trainings.

Salary : $25 - $28