Administrative Assistant, Homelessness Prevention Initiative HomeBase

Position: Administrative Assistant

Reports To: Program Manager

Location: 1117 Eastern Parkway

What The Administrative Assistant Does:

The person filling this position is expected, under close supervision, to:

• Maintain professional relationships with clients and client confidentiality.
• Practice Universal Precautions/Standard Protocol & Procedures.
• Comply with any and all Federal, State, City and CAMBA security and privacy policies intended to protect the security and privacy of individually identifiable health information.
• Greet and monitor clients in the waiting area.
• Provide callers with answers to questions about the organization (i.e., address, fax #, directions, etc.).
• Compose, type and send general correspondence, memos, reports and marketing materials (via e‑mails, faxing, interoffice mail, etc.).
• Copy, collate and file correspondence and various documents weekly.
• Organize and maintain filing system(s).
• Coordinate and schedule meetings, conference calls, prepare agendas, reserve and prepare meeting rooms/facilities.
• Record, type and distribute minutes of meetings.
• Enter data into automated management information system.
• Ensure all agency forms, staff directory, and profiles are updated weekly.
• Ensure that fax and copy machines are in working condition.
• Monitor, troubleshoot, and track all office equipment maintenance issues.
• Schedule all office equipment repairs and servicing as needed.
• Prepare, submit and track all MIS requests for assistance.
• Post, monitor and secure information on all employee and/or client bulletin boards.
• Conduct criteria screenings of potential clients.
• Direct clients and walk‑ins to proper sign‑in sheets when entering the office.
• Facilitate the tracking, distribution and maintenance of office cell phones.
• Collect and track employee time and attendance/vacation/comp‑time and record into log.
• Provide purchasing/procurement support (i.e., reconcile purchase orders and invoices).
• Order, receive, track, store and distribute office supplies.
• Assist with the audit of all employees’ time and attendance data.
• Deliver all employee time sheets to the Payroll department.
• Coordinate and assign staff mailboxes as needed.
• May facilitate, monitor and log client’s business phone usage.
• May coordinate, plan and participate in special events.
• May provide administrative support to upper management staff (EVP, SVP, VP, SPD, PD, APD, SPM, PM).
• May arrange and coordinate travel schedules and reservations, and prepare travel vouchers.
• May update appointment calendars.
• Tasks may be modified, expanded and/or assigned over time.

Minimum Education /Experience

Required:

• High school diploma or G.E.D. and/or equivalent experience.

Other Requirements:

• Proficient experience using Microsoft Office software and knowledge of databases.
• Ability to type 45 words per minute.

Compensation: $37,080 – $41,200 annually

When salary ranges are listed, the range would represent the low and high end for the applicable position & program. The salary offered would be based on various factors unique to each program and candidate. This includes but is not limited to experience, education, budget and/or program size, internal equity, skills and other factors that may be required for the position and organization.

Benefits: CAMBA offers a comprehensive benefits package including health insurance, dental insurance, 403(b) retirement plan with employer match, paid time off (vacation, personal, and sick time), and paid holidays.

CAMBA is an Equal Opportunity Employer. We value a diverse workforce and inclusive workplace. People of color, people with disabilities, and lesbian, gay, bisexual, and transgender people are encouraged to apply. We consider all applicants without regard to race, color, religion, creed, gender, gender identity, gender expression, national origin, age, disability, socio-economic status, marital or veteran status, pregnancy status or sexual orientation.