Administrative Assistant-Professional Services

SUMMARY:

The Program Services’ Administrative Assistant cordially greets and receives Center clients and guests, ascertain their needs, and appropriately direct visitors and callers to the appropriate individuals or area. The Administrative Assistant’s tasks include clerical work and client support, such as, providing passes, verification letters, completing pre-assessments and initial assessments, sorting mail, filing, faxing, copying, scheduling, ordering supplies and maintaining inventory.

DUTIES AND RESPONSIBILITIES:

• Courteously answer phone calls and take accurate messages. Check appointment schedules, escorts or direct guests to appropriate office or departmental area.
• Sort, distribute and return incoming mail appropriately.
• Maintain petty cash and distributes bus tickets. Record departmental activities, and complete weekly and monthly calendar. Type variety of forms, cards, announcements, memos, minutes, etc. (completed without errors) and distribute as indicated.
• Assists with filling in charts, forms and other records by sorting items in alphanumeric order.
• Maintain an inventory of supplies and distributes supplies per departmental policy.
• Completes pre-assessment with new clients, focusing on their immediate needs (before the case has been assigned to a case manager).
• Completes initial assessments for new cases, uploading documents such as ID, birth certificates, etc. (before they have been assigned to a case manager).
• Assist walk in clients with requests such as, work passes, late passes, bus cards, etc.
• Completes shelter verification letters for clients for school enrollment for their children by facilitating the process with external parties, i.e., Social Security Administration, Department of Children and Families/Food Stamp, Vital Records, Department of Motor Vehicles, etc.
• Maintain closed case files, in preparation for audits.
• Performs other assignments or tasks as deemed necessary.

QUALIFICATIONS:

• Formal Education: High School Diploma or GED, or equivalent experience.
• Minimum of two (2) years of practical experience as an Administrative Assistant.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of social service resource base
• Overall understanding of the issues affecting our residents.
• Ability to assess a situation, consider alternatives and decide on an appropriate course of action
• Experience working with vulnerable populations.
• Ability to be professional, flexible, respectful, and calm.
• Ability to work well with others.
• Customer Service oriented.
• Exceptional verbal and written communication skills.
• Computer Literate.
• Bilingual in English and Spanish preferred.