Job description
Responsibilities
Reporting to the Program Director, the Administrative Assistant p
erforms
clerical, fiscal, personnel, administrative, computer and facility related tasks to support program needs and operations.
Prepares, maintains, and submits all purchase orders, check requests, and expense reports to the Finance Department in accordance with Urban Pathways, funding and regulatory agency requirements and guidelines.
- Ensures accountability in the purchasing of supplies and keeps expenditures within budgetary limitations.
- Orders and maintains inventory of all program supplies and equipment.
- Maintains accurate record-keeping of all client data, personnel files, purchase orders, and inventory.
- Administers petty cash, metro card and other funds for the program in accordance with Urban Pathways policies and procedures.
- Assists the Program Director and/or Director of Social Services to prepare client financial transactions (e.g. rent collection, client banking, billing etc.) for submission to the Finance Department in accordance with Urban Pathways, funding and regulatory agency requirements and guidelines.
- Ensures telephone equipment, fax machine, telephone monitoring equipment, and copying machine are in working order. Serves as the program’s liaison with the organization’s IT company to troubleshoot and resolve computer issues as needed. Reports any malfunction of office equipment to the Program Director/Director of Operations and arranges for vendor services and/or repair.
- Coordinates organizational and program activities including special events, as needed.
- Sorts, distributes and maintains daily log of all incoming and outgoing mail as indicated in Urban Pathways policies and procedures.
- Prepares reports, correspondence, memos, etc., for the senior program personnel.
- Prepares and maintains minutes of staff and other meetings as assigned.
- Maintains the monthly activities calendar and weekly staffing schedules, including Program Director appointments.
- Manages and distributes staff paychecks.
Qualifications
- High School Diploma, GED or equivalent required. Bachelor’s degree preferred.
- Administrative experience a plus.
- Experience with homeless, mentally-ill and substance abuse population preferred.
- Strong written and verbal communication skills.
- Strong computer skills and knowledge of Microsoft Office (e.g. Word, Outlook, Excel etc.).
- Foreign languages a plus.
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