Administrative Assistant

Title of Position: Administrative Assistant FLSA Status: Non-Exempt Department: Transitional Housing Reports to: Program Director Positions reporting to this position: None Salary: $22.86 per hour Purpose of the Position The Administrative Assistant provides administrative and clerical support to the Program Director of Transitional Housing. The individual in this position must accurately enter Client Assistance and Rehousing Enterprise System (CARES) monthly billing, prepare billing for the Program Director's signature and correct CARES related billing as directed by the Contracts Department designee and the Program Director. Responsibilities: Commit to using evidence-based practices (EBP); Motivational Interviewing (MI), Trauma-Informed Care (TIC), critical time intervention, and boundary setting, to help clients achieve their goals. Update the daily client list and distribute to all members of the Program Services staff twice a day. Ensure client chart maintenance and upkeep of the chart room. Responsible for the breakdown and storage of discharged clients' charts. Responsible for the timely processing and filing of Department of Homeless Services incident reports/incident report follow up and maintain confidential information. Ensure bulletin board information is accurate and updated with internal and external information for clients and staff. Prepare DHS monthly billing for the Program Director's signature and submission to the Contracts Department. Organize van schedules and initiate van requests. Collect and submit reports to the Research and Evaluation Department. Perform accurate Client Assistance and Rehousing Enterprise System (CARES) data input to ensure compliance with the NYS Office of Temporary Disability Assistance (OTDA) regulatory requirements, NYC Department of Homeless Services (DHS) contractual requirements and Win standards. Schedule and coordinate trainings and events along with Social Services staff, and the Income Building staff for Win clients. Maintain Program Services staff calendars including Paid Time Off (PTO), site trainings, and events in Microsoft Outlook Public Folders. Maintain the Program Services telephone listing in the Win Directory in Microsoft Outlook Public Folders. Responsible for filing, copying and faxing correspondence related to program services. Attend meeting and trainings required by Win on and off site. Perform related duties as assigned. Essential Functions: Must be able to sit at a computer for the majority of the work day. Must be able to travel to Win sites, offsite training, and Win meetings. Qualifications: Commitment to Win's mission, vision, and values. High School Diploma or equivalent. Required to type 50 wpm and be proficient in Microsoft Word, Excel, PowerPoint and Outlook. Detailed-oriented with excellent communication and organizational skills. Ability to work independently as well as a team player in a fast-paced environment. Ability to interact effectively with people at all levels. Bilingual (Spanish) encouraged to apply Core Competencies: Leadership: Set an example by following Win policies and procedures. Act with a high degree of professionalism and has a good work ethic. Facilitating Change: Deliver high quality results consistently. Managing Performance: Interact respectfully with coworkers and vendors. Applying and Developing Expertise: Work with the supervisor to develop and meet challenging but achievable goals. Must understand consequences. Communicating and Collaborating: Value the full spectrum of diversity and inclusion. Keep the supervisor informed about progress and problems; avoid surprises. WIN'S DIVERSITY, EQUITY & INCLUSION HIRING COMMITMENT Our most effective service to our community comes from a diverse mix of minds, backgrounds and experience. As a result, we are committed to cultivating an inclusive work environment. Win actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply. We provide equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status or any other protected category under federal, state and local law.

Created: 2024-11-02