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 requestedAssist in the planning and coordination of the weekly meetings and public eventsLog donations, prepare thank you letters, etc. . . in accordance with financial policies and proceduresAssist in the coordination of other public events and public relationsDraft 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 mailMaintain agency databases and perform entry / exits into the HMIS systemSet up and maintain distribution lists in OutlookServe as receptionist, answer all incoming telephone calls, and greet visitorsCreate and maintain central office records and files to include contracts and related documents as well as archival materialManage mailingsMaintain calendar and periodically set up meetings for the DirectorCoordinate agenda for staff meetings, prepare notes and assignments from meetings and e-mail to participantsManage volunteers and internsConduct preliminary client interviews in support of the Program SpecialistSchedule, set up and confirm appointments / meetings for participantsAssist Case Managers & program staff with client follow-up & data entryPerform all other duties as assigned by the Director, including those involving collaboration with other staff