Administrative Assistant (DHHC)

Overview of Duties and Responsibilities:

 Detroit Healthy Housing Center’s Administrative Assistant is part of the Homeless Recovery Services team. The Administrative Assistant must possess the ability to work comfortably with individuals experiencing homelessness. This position requires excellent oral and written communication skills, proficiency in all Microsoft Office programs, and use of office equipment. The Administrative Assistant is expected to be organized, detail oriented, able to work independently or as part of a team, and able to maintain positive interactions with the HRS team, community partners, volunteers, and donors. 

Education, Licensure and Experience Requirements:

Education: High School Diploma Required. Associates or Bachelor’s Level Degree Preferred.  

• Required Licensure: N/A

 Minimum Required Experience: Two years of administrative office experience, preferably in human services. Excellent oral and written communication skills, proficiency in all Microsoft Office programs, and use of office equipment required.

Job Knowledge and Comprehension 

• Primary Job Role

The Administrative Assistant is responsible for a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to managers, team members, and shelter residents by assisting with daily office needs and providing oversight of shelter meal planning and donations. 

Essential Job Duties

• Primary Job Duty:
  • Answer and direct phone calls
  • Write, distribute, and respond to email, correspondence memos, letters, faxes and forms
  • Retrieve, sort, and distribute mail
  • Assist in the preparation and supply of regularly used reports and documents
  • Scan and file documents electronically into client records
  • Oversee staff training compliance including health and safety trainings, drills, and reports
  • Update and maintain office policies and procedures
  • Maintain supply inventory and order office, janitorial, and PPE supplies
  • Maintain and update contact list/directory of system partners and donors
  • Schedule maintenance requests 
  • Coordinate with volunteers and donors to oversee shelter meal planning schedule, pick up and deliveries
  • Accept and sort donations
  • Provide general support to visitors, volunteers, and donors
  • Oversee, distribute, and reconcile petty cash
  • Act as the point of contact for clients and schedule client appointments as needed
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  • Additional Job Duty  
  • Handle administrative requests from program management
  • Complies with contractual and regulatory requirements, as needed.  
  • Fosters commitment, team spirit, pride and trust.  
  • Possesses good work ethic, drive, energy, and persistence to achieve goals. 
  • Takes accountability for job responsibilities. 
  • Able to anticipate and bring about change when needed.
  • Performs other duties as assigned.
    • Productivity
    • Productivity will be measured based upon the timely accomplishment of assigned duties. 
    • Ensures that program supplies, materials, and donations needed for client services are maintained. 
    • Ensures meals are planned and pick up and delivery is scheduled to ensure 3 meals a day for shelter residents.
  • Petty cash is reconciled and replenished in a timely manner.
  • Administrative and Professional Skills
    • Administration
    • Complies with and adheres to department and NSO policies and procedures.  
    • Adheres to established quality and performance improvement standards.   
    • Works effectively with others to accomplish goals/resolve problems.   
    • Organizes work well and uses time effectively.
    • Maintains consistent work attendance.  
    • Does not disrupt operations by being habitually tardy or absent; works as scheduled.
    • Professional Skills
    • Professionally represents NSO and promotes NSO mission and vision statements.  
    • Promotes a harmonious work environment.
    • Demonstrates expertise in his/her functional area, leveraging unique core of knowledge and skills to achieve results.  
    • Ensures consumer satisfaction through process of monitoring, improving, and delivering excellence in program services.
    • Is open to new approaches and takes steps to increase knowledge, skills and abilities, both from within and outside NSO.
    • Models the Pillars and guiding principles of NSO at all times.
    • Complies with contractual and regulatory requirements, as needed.  
    • Fosters commitment, team spirit, pride and trust.  
    • Possesses good work ethic, drive, energy, and persistence to achieve goals. 
    • Takes accountability for job responsibilities. 
    • Able to anticipate and bring about change when needed.
  • Performs other duties as assigned
• DISCLAIMER MESSAGE: The above elements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities and duties of personnel so classified, or a contractual commitment, and NSO retains the right to amend or revise this job description at any time.
• NSO is an Equal Opportunity Employer and is committed to excellence through diversity and considers candidates without regard to sex (including pregnancy related conditions) genetic information, race, color, weight, height, religion, nation  origin, citizenship, age, disability, martial or veteran status, misdemeanor arrest record, sexual orientation, transgender status or gender identity or any other legally protected status.