Administrative Assistant

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Job title: Administrative Associate

Reports to: Executive Director

About Us

First Step Shelter is an emergency shelter for single men and women who have been homeless. Residents live with us while receiving services to stabilize their lives, get jobs, and find housing.

Summary

The Administrative Associate for the First Step Shelter provides support to the Executive Director as well as to other employees and office visitors by handling a variety of tasks in order to ensure that all interactions between the organization and others are positive and productive. She manages all invoices and vendor accounts together with the bookkeeper, and provides support for website changes, social media, and tasks related to donor relations.

Essential Functions Performed

• Serves as point person for maintenance, mailing, supplies, equipment, bills and errands.
• Keeps all contact information on vendors, including passwords and usernames.
• Create, manage, and track invoices.
• Manages and verifies the staff time cards and forwards them to the supervisor.
• Manages relationships with vendors and service providers ensuring that all invoices are received.
• Obtains proper authorization for purchases and forwards authorized invoices to Exec Director.
• Keeps track of inventory of supplies and makes necessary purchases with proper authorization.
• Receives deliveries and forwards receiving documents to accountant.
• Coordinates with the Director of Operations and Executive Director and provides supporting duties as needed.
• Maintains the office filing system and records.
• Manages personnel files and assists with hiring process.
• Answers the phone and directs calls to the proper person.
• Greets volunteers and other visitors and gets the right person to attend them.
• Manages the sign-in/sign out process.
• Manages non-monetary donations.
• Keeps inventory of clothing closets.
• Coordinates volunteers.
• Makes needed changes to the FSS website.
• Provides support for social media including Facebook and mailchimp.
• Provides support for donor relations including updating the donor database, producing marketing products, assisting with annual events.
• Maintains positive and safe working environment.
• Demonstrated ability to work successfully in a multi-cultural settings with diverse client groups.
• Must be able to communicate and interact effectively and respectfully with shelter residents.
• Follow all FSS policies and procedures.
• Willing to be flexible with job hours when needed to cover for other staff or emergencies.
• Takes minutes at monthly board meetings.
• Other duties as assigned.

Job Requirements

• Must possess and maintain a valid state driver’s license.
• High School diploma required.
• Documented history of reliability.
• Willing to take a drug test and submit to a background records check.
• Experience working with the chronically homeless population helpful.

Skills and Abilities

• Identifies and resolves problems in a timely manner;
• Prioritizes and plans work activities; uses time efficiently
• Ability to maintain a high level of confidentiality around clients.
• Ability to make sound decisions based on presented situations and information.
• Ability to work and relate to homeless people in a helpful, directive, firm, and compassionate manner.
• Ability to work independently and cooperatively as a member of a professional team.
• Proficient computer skills, including the use of Microsoft Word, Excel, and Outlook.
• Strong organizational, writing, and communication skills.
• Demonstrates ability to maintain concentration and flexibility in regard to rapid changes in task assignments as well as multiple tasking.
• Demonstrates attention to detail and deadline orientation.
• Demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Possesses sensitivity to cultural differences present in the service population, staff and volunteers, and have the ability to forge mutually respectful relationships.
• Demonstrates ability to set and maintain appropriate boundaries with residents and staff.
• Participates in continuous quality improvement (CQI) efforts.

Other

• Have no record or history of illegal drug use, sale, possession, or manufacture during the previous five years.
• Willing to take a drug test and submit to a background records check.
• Will follow all shelter policies and procedures.

Physical Abilities

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to be mobile, use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to balance and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close and far vision.

Pay: $20.00 - $23.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Admin: 3 years (Required)

Work Location: In person

Salary : $20 - $23