Administrative Assistant (Briarwood Family Residence)

The Salvation Army; New York; Presencial; USD 38.000 - 46.000; Jornada completa

Descripción de la vacante

The Salvation Army in the United States seeks an Administrative Assistant to provide support to the Program Director, Social Services Supervisor, and staff, and to assist in preparing social service documentation and referrals. This role serves as receptionist, answers calls, and acts as liaison between shelter administration and DHS.

The successful candidate will manage resident records, billing, and reports, and participate in audits and board meetings.

Formación

• High School Diploma or GED required.
• Experience with Microsoft Office, databases, data entry, and reception/multi-line calls preferred.
• Strong organizational, writing, and communication skills are essential.

Responsabilidades

• Provide administrative and secretarial support to the Program Director.
• Answer telephone lines professionally and timely.
• Maintain resident records, intakes/discharges, and census.
• Prepare monthly DHS billing and related documentation.
• Assist with audits and liaise with city/state officials when needed.
• Attend community board meetings and maintain documentation.

Conocimientos

Organizational skills

Writing skills

Communication skills

Phone handling

Educación

High School Diploma / GED

Herramientas

Microsoft Office Suite

Database programs

Data entry

Descripción del empleo

Overview

The Administrative Assistant will provide administrative support to the Program Director, Social Services Supervisor, and all social services staff and helps in the preparation of all social service documentation and referrals. The Administrative Assistant is also a receptionist and is responsible for answering all phone calls during his/her shift. The Administrative Assistant may act as a liaison between the shelter administration and DHS.

Responsibilities

• The Administrative Assistant reports directly to the Program Director for all administrative and secretarial functions.
• The Administrative Assistant keeps a daily and monthly resident record of intakes and discharges and vacancies and prepares corresponding reports that detail the findings for the Program Director.
• The Administrative Assistant prepares the monthly billing from DHS as well as all supporting documentation for the Director of Family Shelters.
• The Administrative Assistant takes resident referrals from distributes information appropriately.
• The Administrative Assistant ensures that all closed cases have up-to-date notes and complete discharge information before placed in closed files.
• The Administrative Assistant update census of residents and master list daily and distributes accordingly.
• The Administrative Assistant type letters, memos, requisitions, departmental meeting minutes and applications upon request.
• The Administrative Assistant complies monthly statistical report (i.e. Audit Document, NSS-2 Report)
• The Administrative Assistant engages and assists all city/state officials during audits.
• The Administrative Assistant actively assists the Children's Services Supervisor and the Board of Education Liaison in tracking school attendance for all residents.
• The Administrative Assistant maintains a logbook on infractions, written warnings, incidents, and unusual resident activity
• The Administrative Assistant maintains log for the daily attendance of staff and approved absences.
• The Administrative Assistant attends all community board meetings.
• The Administrative Assistant answers telephones in a professional and timely matter.
• To continue to run each of our Family shelters with excellence and to meet the needs of the program, employees may be asked to assume their same position at one of our other shelters operated by the Salvation Army at the discretion of the Director of Shelters or Salvation Army Department Heads.
• Other assignments and tasks may be added at the discretion of the Director of Shelters or Salvation Army Department Heads.

Qualifications

• High School Diploma or G.E.D required.
• Experience using Microsoft Office Suite, database programs, data entry, and reception/managing multiple phone lines preferred.
• Good organizational skills, writing skills and communication skills are a must.