Job Purpose
The overall purpose of the Administrative Program Assistant in the Bureau of Transitional Housing and Programs is to provide administrative and programmatic support to the program and the Bureau Director.
They are responsible to ensure the effective and efficient operation of the Bureau of Transitional Housing and need an extraordinary attention to detail.
Qualifications
- Associates Degree or equivalent from a two year college or technical school
- Three to five years' experience or training in administrative skills
- Able to pass a criminal background check as it relates to the position
Duties and Responsibilities
- Assist the Director with all aspects of the Director's responsibilities as requested
- Assist in the planning and coordination of the weekly meetings and public events
- Log donations, prepare thank you letters, etc. . . in accordance with financial policies and procedures
- Assist in the coordination of other public events and public relations
- Draft correspondence and other documents including letters, memos, grants, etc. . . .
- Manage office operations including ordering supplies, maintaining office equipment as well as processing incoming and outgoing mail
- Maintain agency databases and perform entry / exits into the HMIS system
- Set up and maintain distribution lists in Outlook
- Serve as receptionist, answer all incoming telephone calls, and greet visitors
- Create and maintain central office records and files to include contracts and related documents as well as archival material
- Manage mailings
- Maintain calendar and periodically set up meetings for the Director
- Coordinate agenda for staff meetings, prepare notes and assignments from meetings and e-mail to participants
- Manage volunteers and interns
- Conduct preliminary client interviews in support of the Program Specialist
- Schedule, set up and confirm appointments / meetings for participants
- Assist Case Managers & program staff with client follow-up & data entry
- Perform all other duties as assigned by the Director, including those involving collaboration with other staff
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