Administrative Assistant to the VP TRH

Job Description

Job Description

Title of Position : Administrative Assistant FLSA Status : Non-Exempt

Department : Transitional Housing

Reports to : Program Director

Salary Information : Hourly : $22.86

Positions reporting to this position : None

Purpose of the Position

The Administrative Assistant provides administrative and clerical support to the Program Director of Transitional Housing. S / he must accurately enter Client Assistance and Rehousing Enterprise System (CARES) monthly billing, prepare billing for the Program Director’s signature and correct CARES related billing as directed by the Contracts Department designee and the Program Director.

Responsibilities :

Update the daily client list and distribute to all members of the Program Services staff twice a day.

Ensure client chart maintenance and upkeep of the chart room.

Responsible for the breakdown and storage of discharged clients’ charts.

Responsible for the timely processing and filing of Department of Homeless Services incident reports / incident report follow up and maintain confidential information.

Ensure bulletin board information is accurate and updated with internal and external information for clients and staff.

Prepare DHS monthly billing for the Program Director’s signature and submission to the Contracts Department.

Organize van schedules and initiate van requests.

Collect and submit reports to the Research and Evaluation Department.

Perform accurate Client Assistance and Rehousing Enterprise System (CARES) data input to ensure compliance with the NYS Office of Temporary Disability Assistance (OTDA) regulatory requirements, NYC Department of Homeless Services (DHS) contractual requirements and Win standards.

Schedule and coordinate trainings and events along with Social Services staff, and the Income Building staff for Win clients.

Maintain Program Services staff calendars including Paid Time Off (PTO), site trainings, and events in Microsoft Outlook Public Folders.

Maintain the Program Services telephone listing in the Win Directory in Microsoft Outlook Public Folders.

Responsible for filing, copying and faxing correspondence related to program services.

Attend meeting and trainings required by Win on and off site.

Perform related duties as assigned.

Essential Functions :

Must be able to sit at a computer for the majority of the work day.

Must be able to travel to Win sites, offsite training, and Win meetings.

Qualifications :

Commitment to Win’s mission, vision, and values.

High School Diploma or equivalent.

Required to type 50 wpm and be proficient in Microsoft Word, Excel, PowerPoint and Outlook.

Detailed-oriented with excellent communication and organizational skills.

Ability to work independently as well as a team player in a fast-paced environment.

Ability to interact effectively with people at all levels.

Core Competencies :

Leadership : Set an example by following Win policies and procedures. Act with a high degree of professionalism and has a good work ethic.

Facilitating Change : Deliver high quality results consistently.

Managing Performance : Interact respectfully with coworkers and vendors.

Applying and Developing Expertise : Work with the supervisor to develop and meet challenging but achievable goals. Must understand consequences.

Communicating and Collaborating : Value the full spectrum of diversity and inclusion. Keep the supervisor informed about progress and problems; avoid surprises.

Win is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, physical or mental disability, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.