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TITLE: Administrative Assistant
DEPARTMENT: Homeless Family Services
SUPERVISED BY: SSVF Program Manager
STATUS: Part-time / Hourly / Non-Exempt – (20 hours per week)
UPDATED: 09/2020
Job Summary: This position serves as the central support staff to SSVF Wasilla Case Manager and is responsible for greeting visitors, answering phone calls, data entry, and support to the overall efficient functioning of the office. This position will take direction from the Wasilla Case Manager, but report to the SSVF Program Manager.
Competencies: Must be able to maintain program/guest/agency confidentiality and treat everyone with dignity and respect. Must be patient, courteous and perform in a professional manner. Must be able to prioritize work with little supervision. Must be a team player and possess good organizational skills with an emphasis on detail and following directions. Must be able to get along with others in stressful situations and tolerate interruptions with patience. We are looking for an individual who is efficient and comfortable being a member of a team. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. The ideal candidate for this job is resourceful, a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this position.
Education/Experience: Associates Degree in Human Services and/or at least 2 years of experience in providing administrative support in a field with extensive documentation requirements
Skills: Ability to communicate clearly both verbally and in writing. Must have excellent computer skills (Adobe Pro & Microsoft Outlook) Excellent skills with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
Proficient in Adobe Acrobat Pro, Docusign and database programs (HMIS)
Ability to speak and write effectively & professionally
Flexible and creative attitude and approach
Some experience in working with a diverse population of individuals that may include homelessness, veterans or persons with disabilities
Ability to work independently
Duties & Responsibilities:
1. Create a welcoming environment by professionally greeting visitors and clients either in person or by phone. Provide direction, answer inquiries manage email communication and assist with scheduling appointments, meetings, and reservations as needed.
2. Receive deliveries; sort and distribute incoming mail.
3. Maintains a wide variety of manual and electronic documents files and records (e.g. client records, client referral sources, client demographics, client-training activity) for providing up-to-date information and/or historical reference in accordance with established administrative guidelines.
4. Prepares a variety of documents the purpose of communicating information and/or creating documentation in compliance with established guidelines.
5. Processes documents and materials for disseminating information in compliance with administrative guidelines and/or programmatic requirements.
6. Procures supplies and materials for maintaining availability of required items.
7. Responds to a variety of inquiries from a variety of internal and external parties (e.g. potential clients, public agencies, etc.) for the purpose of providing information or direction and/or facilitating communication among parties.
8. Supports Wasilla SSVF Case Manager with assigned administrative tasks to provide assistance with their functions and responsibilities.
9. Other duties as assigned.
Physical Requirements: Ability to lift 25 pounds.
Training Requirements: Attend agency and department orientation as assigned.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities as needed.
Vacancy caducado!