Administrative Assistant - DS Residential Centralized Costs

Bay Cove Human Services, Inc.•Boston, MA

25d•$24

About The Position

Bay Cove Human Services’ mission is to partner with people to overcome challenges and realize personal potential. Bay Cove pursues this mission by providing individualized and compassionate services to people facing the challenges associated with developmental disabilities, mental illness, substance use disorders, and homelessness at more than 175 program sites throughout Greater Boston and Southeastern Massachusetts. Over all departmental office management. Ensure timely processing and accurate documentation of Property work orders, purchase orders/check requests, time sheets, etc. Assist with the development and maintenance of the department database. Prepare reports from database (e.g. monthly payroll allocation reports, project expenditure reports). Provide liaison with Accounting and other Departments. Maintenance and organization of departmental files. Evaluate purchase options for best buy of department office supplies, equipment and services. Process orders for department equipment and supplies. Add new referrals to eHana. Maintain insurance records of vendors used by department. Process and coordinate vehicle and real property insurance claims. Assist in preparation of department written procedures. Train staff on systems to gain needed proficiency to do their jobs effectively. Identify and address safety hazards in the office environment. Perform other duties and projects as assigned by the Property Director.

Requirements

Demonstrated ability to work effectively and collaboratively with a culturally diverse staff.
Professional documentation and communication skills, as well as demonstrated organizational skills.
Ability to work efficiently while maintaining accuracy and quality.
Demonstrated ability to collaboratively while handling multiple responsibilities in a fast paced and challenging environment.
Demonstrated ability to work independently and with in a team context.
Ability to be flexible.
Strong organizational, typing, interpersonal and verbal / written communication skills.
Demonstrated proficiency in MS Word and Excel.

Nice To Haves

Filemaker Pro software experience a plus but will train

Responsibilities

Departmental office management
Ensure timely processing and accurate documentation of Property work orders, purchase orders/check requests, time sheets, etc.
Assist with the development and maintenance of the department database.
Prepare reports from database (e.g. monthly payroll allocation reports, project expenditure reports)
Provide liaison with Accounting and other Departments
Maintenance and organization of departmental files
Evaluate purchase options for best buy of department office supplies, equipment and services
Process orders for department equipment and supplies
Add new referrals to eHana
Maintain insurance records of vendors used by department
Process and coordinate vehicle and real property insurance claims
Assist in preparation of department written procedures
Train staff on systems to gain needed proficiency to do their jobs effectively
Identify and address safety hazards in the office environment
Perform other duties and projects as assigned by the Property Director