ADMINISTRATIVE ASSISTANT
The Administrative Assistant provides comprehensive administrative and clerical support to ensure the smooth and compliant operation of a DHS long-term shelter. This position plays a key role in supporting program leadership, maintaining accurate records, coordinating reporting tasks, and assisting with the day-to-day functioning of the shelter in alignment with DHS and internal agency requirements.
Key Responsibilities:
1. Procurement and Supply Management
· Coordinate the purchase of office and program supplies or equipment, maintaining documentation of all purchasing decisions.
· Submit purchase orders, packing slips, and invoices to the fiscal department promptly.
· Track and reorder supplies to ensure common areas and office spaces are adequately stocked.
2. Invoice and Financial Documentation
· Review vendor invoices for accuracy and forward approved items to the fiscal department in a timely manner.
· Maintain and reconcile the office petty cash fund by processing expense vouchers, reimbursing staff, and submitting monthly reconciliations.
3. Inventory and Asset Management
· Maintain a monthly inventory log of all office equipment, furniture, and program assets, including items purchased, transferred, discarded, or traded.
· Support compliance with audit and agency inventory control standards.
4. Compliance and Training Documentation
· Maintain accurate logs and files of staff training records, certifications, fire drill logs, and other regulatory documents.
· Ensure documentation is up to date and in compliance with DHS and agency requirements.
5. Program Reporting and Data Support
· Assist with the collection, organization, and submission of internal and external reporting data, including DHS-required reports.
· Support supervisors and directors with compiling and formatting data for reports and proposals.
6. Administrative Support
· Draft, copy, fax, and file letters, memos, and agency-related documents.
· Manage calendars, schedule appointments, and coordinate meeting spaces for internal and external meetings.
7. Reception and Visitor Management
· Greet and direct visitors, vendors, and clients professionally and ensure they are escorted or referred to appropriate staff.
· Maintain a welcoming and organized front office and reception area.
8. Audit and Proposal Assistance
· Assist in preparing documentation for audits, site reviews, and contract renewals.
· Help compile and format supporting materials for grant or proposal submissions.
9. System Support – AWARDS and CAIRS
· Maintain and update client databases, including playing the role of team superuser for HMIS platforms such as AWARDS and CAIRS.
· Troubleshoot and support staff with system navigation and data entry.
10. Transportation and Document Delivery
· As needed, deliver or pick up documents to/from agency headquarters, DHS offices, or other relevant locations.
11. Other Duties as Assigned
· Provide backup support to other administrative functions or site needs as assigned by the Program Director or administrative leadership. Qualifications:
· High School Diploma or GED required; Associate’s Degree preferred.
· At least two (2) years of administrative experience, preferably in a human services, non-profit, or government-funded program.
· Strong working knowledge of Microsoft Office Suite (Excel, Word, PowerPoint).
· Familiarity with or willingness to learn DHS data systems, including AWARDS and CAIRS.
· Knowledge of basic procurement procedures and document control.
· Excellent organizational and time management skills.
· Strong written and verbal communication skills.
· Professional demeanor, with the ability to interact effectively with diverse populations, including clients, staff, and external partners.
· Ability to manage sensitive information with discretion and maintain confidentiality at all times.
· Valid New York State Driver’s License preferred.
