ADMIN ASSISTANT

Hogar, Inc; New York (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

Hogar, Inc. seeks an Administrative Assistant to provide comprehensive administrative and clerical support for a DHS long-term shelter.

The role supports program leadership, maintains accurate records, coordinates reporting tasks, and ensures daily shelter operations align with DHS and agency requirements. The ideal candidate has at least two years of admin experience, proficiency with Microsoft Office, and a willingness to learn DHS data systems (AWARDS/CAIRS).

Qualifications

• High School Diploma or GED required.
• At least two years of administrative experience.
• Experience in human services, non-profit, or government-funded programs preferred.
• Proficient with Microsoft Office (Word, Excel, PowerPoint).
• Willingness to learn DHS data systems (AWARDS/CAIRS).

Responsibilities

• Coordinate procurement of office and program supplies with proper documentation.
• Submit purchase orders, packing slips and invoices to fiscal department promptly.
• Maintain monthly inventory log of office equipment and assets.
• Track and reconcile petty cash and prepare expense vouchers.
• Assist with internal and external reporting data, including DHS reports.
• Manage calendars, schedule meetings, and coordinate spaces.
• Greet visitors and manage front office operations.
• Assist with audits, site reviews, and grant/proposal materials.
• Maintain staff training records and regulatory documents.
• Support HMIS data entry and system navigation for AWARDS/CAIRS.
• Provide backup support to other admin functions as needed.

Skills

MS Office

DHS data systems

Procurement procedures

Confidentiality & discretion

Education

High School Diploma or GED

Associate's degree preferred

Tools

AWARDS

CAIRS

Job description

ADMINISTRATIVE ASSISTANT

Administrative Assistant provides comprehensive administrative and clerical support to ensure the smooth and compliant operation of a DHS long-term shelter. This position plays a key role in supporting program leadership, maintaining accurate records, coordinating reporting tasks, and assisting with the day-to-day functioning of the shelter in alignment with DHS and internal agency requirements.

Key Responsibilities:

1. Procurement and Supply Management

• Coordinate the purchase of office and program supplies or equipment, maintaining documentation of all purchasing decisions.
• Submit purchase orders, packing slips, and invoices to the fiscal department promptly.
• Track and reorder supplies to ensure common areas and office spaces are adequately stocked.

2. Invoice and Financial Documentation

• Review vendor invoices for accuracy and forward approved items to the fiscal department in a timely manner.
• Maintain and reconcile the office petty cash fund by processing expense vouchers, reimbursing staff, and submitting monthly reconciliations.

3. Inventory and Asset Management

• Maintain a monthly inventory log of all office equipment, furniture, and program assets, including items purchased, transferred, discarded, or traded.
• Support compliance with audit and agency inventory control standards.

4. Compliance and Training Documentation

• Maintain accurate logs and files of staff training records, certifications, fire drill logs, and other regulatory documents.
• Ensure documentation is up to date and in compliance with DHS and agency requirements.

5. Program Reporting and Data Support

• Assist with the collection, organization, and submission of internal and external reporting data, including DHS-required reports.
• Support supervisors and directors with compiling and formatting data for reports and proposals.

6. Administrative Support

• Draft, copy, fax, and file letters, memos, and agency-related documents.
• Manage calendars, schedule appointments, and coordinate meeting spaces for internal and external meetings.

7. Reception and Visitor Management

• Greet and direct visitors, vendors, and clients professionally and ensure they are escorted or referred to appropriate staff.
• Maintain a welcoming and organized front office and reception area.

8. Audit and Proposal Assistance

• Assist in preparing documentation for audits, site reviews, and contract renewals.
• Help compile and format supporting materials for grant or proposal submissions.

9. System Support - AWARDS and CAIRS

• Maintain and update client databases, including playing the role of team superuser for HMIS platforms such as AWARDS and CAIRS.
• Troubleshoot and support staff with system navigation and data entry.

10. Transportation and Document Delivery

• As needed, deliver or pick up documents to/from agency headquarters, DHS offices, or other relevant locations.

11. Other Duties as Assigned

• Provide backup support to other administrative functions or site needs as assigned by the Program Director or administrative leadership.

Qualifications:

• High School Diploma or GED required; Associate's Degree preferred.
• At least two (2) years of administrative experience, preferably in a human services, non-profit, or government-funded program.
• Strong working knowledge of Microsoft Office Suite (Excel, Word, PowerPoint).
• Familiarity with or willingness to learn DHS data systems, including AWARDS and CAIRS.
• Knowledge of basic procurement procedures and document control.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Professional demeanor, with the ability to interact effectively with diverse populations, including clients, staff, and external partners.
• Ability to manage sensitive information with discretion and maintain confidentiality at all times.
• Valid New York State Driver's License preferred.