Administrative Assistant - 10975

Coloradocoalition; Denver (CO); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Flexible spending accounts

Retirement plan matching

Paid time-off

Job summary

Coloradocoalition is looking for an Administrative Assistant in Denver, CO. The role involves clerical support for Housing Support Services, requiring proficiency in Microsoft Excel and at least 2 years of administrative experience.

The ideal candidate should have excellent organizational skills, strong communication abilities, and a commitment to serving diverse communities. This role offers health benefits, paid time-off, and retirement matching contributions.

Qualifications

• Valid driver’s license required.
• Extensive knowledge using Microsoft Excel.
• At least 2 years experience in administrative duties.

Responsibilities

• Provide clerical and administrative support to Housing Support Services.
• Maintain a centralized database of client profiles.
• Schedule meetings and take minutes.
• Assist with internal and external agency reports.

Skills

Administrative duties

Microsoft Excel

Communication skills

Data management

Organizational skills

Education

High school diploma or equivalent

Bachelor’s degree (preferred)

Job description

The Administrative Assistant provides general clerical and complex administrative support for the Housing Support Services: On-Site Program.

Responsibilities

• May have client facing duties including but not limited to distribution of mail, staffing of front desk, taking phone calls, managing invoices, etc.
• Expected to operate onsite during business hours.
• Maintains a centralized database of all client profiles and other tracking systems for RTD bus fares, motel vouchers, office expenses (including petty cash), and food bank orders.
• Provides extensive data entry support for all programs especially in the HMIS and EHR databases, as well as in Excel.
• Assists with internal and external agency reports sent to federal grant sources, and CCH management.
• Maintains cleanliness and organization of communal areas for clients and staff.
• Photocopying, faxing, and scanning into EHR.
• Maintains and schedules repair for office equipment as necessary.
• Schedules maintenance of program vehicles and ensures registration and insurance documentation is available.
• Performs receptionist duties as necessary.
• Participates in all team meetings as requested.
• Creates and edits correspondence.
• Schedules meetings, performs set-up duties for meetings, takes and disseminates meeting minutes and other materials as requested.
• Delivers and picks up program information and mail from other Coalition sites daily.
• Provides orientation to new staff and volunteers and creates new hire binders as needed.
• Utilizes Microsoft Excel extensively for tracking and payment in multiple areas.
• Responsible for ensuring payments are made to vendors.
• Orders all supplies needed for the department weekly.
• Coordinates with management to work on new projects as assigned.
• Responsible for tracking and reconciliation of all expenses related to the department which may include monitoring credit card transactions, receipts, and entering them into the system.
• Creates and runs reports for managers as needed via HMIS and EHR, typically reconciling them in Excel.
• Maintains department-specific records which may include hard copies and electronic copies of tracking forms for bus passes, motels, and other program‑specific needs.
• Serves as point of contact for case managers, management, and outside entities to answer organizational and administrative questions.
• Performs other duties as assigned by management.
• Handles sensitive information and participates in confidential meetings, maintaining discretion and confidentiality at all times.
• Must be able to pass automobile insurance carrier’s motor vehicle record investigation.
• Must be available by cell phone during all business hours.

Requirements

• Valid driver’s license required (may be waived, if necessary, based on overall candidate experience and current needs of the business and/or role).
• Knowledge of homeless issues and demonstrated sensitivity to underserved populations.
• Extensive knowledge and experience in using Microsoft Excel.
• Demonstrated competence in all CCH databases including HMIS and EHR.

Experience

• At least 2 years of prior experience performing administrative duties.

Education

• High school diploma or equivalent required. Bachelor’s degree preferred.

Job Competencies

• Skill in operating office equipment, such as computers, software (Microsoft Word, Excel, PowerPoint; e‑mail), and telephones.
• Skill in oral and written communications.
• Able to communicate effectively with diverse audiences in a timely manner.
• Able to organize and prioritize multiple responsibilities simultaneously.
• Able to ensure accuracy of data management and reporting.
• Able to make sound decisions, using available information while maintaining appropriate confidentiality.
• Maintains a work environment that is marked by respect for others; that values inclusiveness and builds workforce diversity, and that fosters cooperation and teamwork.

Benefits

• Choice of HMO or PPO health insurance coverage options: full‑time employees contribute only 1% of their earnings for their own HMO coverage and no more than 4% for eligible dependents.
• Same‑and opposite‑sex domestic partner coverage.
• Choice of dental insurance or discount plan.
• Vision insurance.
• Flexible spending accounts for health care, dependent care, and parking expenses.
• Free basic life and AD&D insurance coverage.
• Employee Assistance Program.
• Dollar‑for‑dollar retirement plan matching contributions up to 5% of earnings with 3‑year vesting.
• Extensive paid time‑off, including 9 holidays, 12 days of sick leave, and three weeks of vacation for new full‑time employees in their first year.

The effective date for your benefits will be the first of the month following your date of hire.

Employee must be able to perform essential job functions with or without reasonable accommodation and without posing a direct threat to the safety or health of self or others. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Employee will perform job according to applied laws. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Colorado Coalition for the Homeless is committed to delivering services, making employment‑related decisions, selecting volunteers, and selecting vendors without regard to age over 40, race, sex, color, religion, creed, national origin, ancestry, disability, genetic information, marital status, sexual orientation, gender identity, gender expression, pregnancy, medical condition related to pregnancy, military status, or any other applicable status protected by law.