Administrative Assistant (Briarwood Family Shelters)

Responsibilities

• Provides administrative support to the Program Director, Social Services Supervisor, and all social services staff.
• Helps in the preparation of all social service documentation and referrals.
• Serves as a receptionist, answering all phone calls during his/her shift.
• Maintains a daily and monthly resident record of intakes and discharges and vacancies and prepares corresponding reports.
• Prepares the monthly billing from DHS as well as all supporting documentation for the Director of Family Shelters.
• Takes resident referrals and distributes information appropriately.
• Ensures that all closed cases have up-to-date notes and complete discharge information before placed in closed files.
• Updates census of residents and master list daily and distributes accordingly.
• Type letters, memos, requisitions, departmental meeting minutes and applications upon request.
• Complies monthly statistical report (i.e. Audit Document, NSS-2 Report).
• Engages and assists all city/state officials during audits.
• Affectively assists the Children’s Services Supervisor and the Board of Education Liaison in tracking school attendance for all residents.
• Maintains a logbook on infractions, written warnings, incidents, and unusual resident activity.
• Maintains log for the daily attendance of staff and approved absences.
• Attends all community board meetings.
• Answers telephones in a professional and timely manner.

Qualifications

• High School Diploma or G.E.D required.
• 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.