Administrative Assistant (Briarwood Family Shelters)

About the role

The Administrative Assistant provides administrative support to the Program Director, Social Services Supervisor, and all social services staff. Duties include preparing social service documentation and referrals, answering phone calls, acting as a liaison with DHS, maintaining resident records, preparing monthly billing, distributing resident referrals, updating census, typing documents, compiling statistical reports, assisting with audits, tracking school attendance, maintaining logs, and attending community board meetings.

Responsibilities

• Prepare social service documentation and referrals
• Answer all phone calls during shift
• Act as a liaison between shelter administration and DHS
• Maintain daily and monthly resident records
• Prepare monthly billing and supporting documentation
• Distribute resident referrals and distribute information
• Ensure closed cases have up-to-date notes and complete discharge information
• Update census of residents and master list daily
• Type letters, memos, requisitions, departmental meeting minutes, and applications upon request
• Compile monthly statistical reports (e.g., Audit Document, NSS-2 Report)
• Engage and assist city/state officials during audits
• Affirmatively assist Children’s Services Supervisor and Board of Education Liaison in tracking school attendance
• Maintain logbook on infractions, written warnings, incidents, and unusual resident activity
• Maintain log for daily attendance of staff and approved absences
• Attend all community board meetings
• Answer telephones professionally and promptly

Requirements

• High School Diploma or G.E.D.
• Experience using Microsoft Office Suite, database programs, data entry, and reception/managing multiple phone lines preferred
• Good organizational skills, writing skills, and communication skills are a must