Administrative Assistant

Middlesex Human Service Agency; Boston (MA); On-site; USD 100,000 - 125,000; Full time

Job summary

A leading organization in human services is seeking an Administrative Assistant to support its Emergency Family Shelter Housing and Stabilization Program. The role involves data management, administrative support, and helping coordinate programs. Ideal candidates will have strong data entry skills, proficiency in Microsoft Office, and the ability to manage multiple tasks while ensuring compliance with agency policies.

Qualifications

• One year experience in business-related environment required.
• CPR / AED / First Aid certified (training opportunity available).
• Demonstrated reliable attendance and punctual reporting.

Responsibilities

• Perform necessary data entry and operation of the ETO / HMIS Software Program.
• Assist in the preparation and submission of programmatic paperwork.
• Maintain and update stabilization and family case files.

Skills

Data Entry

Communication

Teamwork

Microsoft Office

Time Management

Education

High school diploma or GED

Job description

Objective : To prepare and submit administrative documentation in support of the Emergency Family Shelter Housing and Stabilization ("EFSP Housing") Program business and programmatic operation.

Scope : The ETO / HMIS Administrative Assistant is also responsible for various administrative duties, as requested by the Office Manager, Program Director and / or Assistant Program Directors, including (but not limited to) : the operation and entry of data in the ETO / HMIS Software Program for EFSP Housing . This is a non-exempt, full-time hourly position.

Responsibilities :

• Perform necessary data entry and operation of the ETO / HMIS Software Program including, but not limited to : accepting / dismissing participants into the program; creating participants in the program; recording participant assessments; generating reports; reviewing and correcting errors; recording participant efforts; and, internally transferring participants.
• Assist in the preparation and submission of programmatic paperwork including, but not limited to : monthly billing; quarterly statistical reports; and, weekly placement reports.
• Maintain and consistently update stabilization, family case files, in compliance with program policies / procedures.
• Support the Office Manager with case files and other programmatic documentation as needed.
• Assist in facilitating the Mass. HLC / shelter referral process.
• Assist in volunteer coordination and management as needed or as directed by the Office Manager, Program Director, or Assistant Program Directors.
• Exercise basic knowledge of Agency and program policies / procedures.
• Adhere to deadlines, while completing multiple tasks the ETO / HMIS Software Program.
• Abide by all MHSA policies regarding boundaries, strict confidentiality and ethical standards at all times.
• Attend in-service and outside training and instructions as directed by Office Manager.
• Various other responsibilities, as assigned by Office Manager, Program Director, and / or Assistant Program Director from time to time and / or as needed to ensure proper functioning of the ETO / HMIS Software Program, and as required under contract with state funders.

Requirements / Qualifications :

• High school diploma or GED
• One year experience in business-related environment
• Proficient in data entry, including use of Microsoft Office (Excel, Word, etc.), the ETO system and HMIS system
• Ability to manage multiple tasks and ongoing projects
• Excellent written / verbal communication and phone skills
• Computer experience, including word processing, email and spreadsheets
• Ability to work as part of a dynamic team
• CPR / AED / First Aid certified (MHSA will provide training opportunity)
• Demonstrated reliable attendance and punctual reporting for work
• Satisfactory CORI / SORI reports at all times while employed by MHSA

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Administrative Assistant • Boston, MA, USA