Administrative Assistant (Briarwood Family Residence)

The Salvation Army Eastern Territory•New York, NY

About The Position

The Administrative Assistant provides administrative support to the Program Director, Social Services Supervisor, and social services staff, including preparing social service documentation and referrals. The role also serves as receptionist, answering phone calls during the shift, and may liaise between shelter administration and DHS. The position reports directly to the Program Director for administrative and secretarial functions. Employees may be asked, at the discretion of shelter leadership, to work in the same position at another Salvation Army family shelter. Additional assignments may also be given at leadership’s discretion.

Requirements

High school diploma or GED.
Good organizational skills.
Good writing skills.
Good communication skills.

Nice To Haves

Experience using Microsoft Office Suite.
Experience with database programs and data entry.
Experience with reception and managing multiple phone lines.

Responsibilities

Maintain daily and monthly resident records of intakes, discharges, and vacancies, and prepare reports for the Program Director.
Prepare monthly DHS billing and supporting documentation for the Director of Family Shelters.
Receive resident referrals and distribute information appropriately.
Ensure closed cases have current notes and complete discharge information before placing them in closed files.
Update the resident census and master list daily and distribute them as appropriate.
Type letters, memos, requisitions, departmental meeting minutes, and applications upon request.
Compile monthly statistical reports, including the Audit Document and NSS-2 Report.
Assist city and state officials during audits.
Assist the Children’s Services Supervisor and Board of Education Liaison in tracking residents’ school attendance.
Maintain a logbook of infractions, written warnings, incidents, and unusual resident activity.
Maintain a log of staff daily attendance and approved absences.
Attend community board meetings.
Answer telephones professionally and promptly.