Administrative Assistant (Briarwood Family Shelters)

The Salvation Army•Briarwood-Jamaica, NY

About The Position

The Administrative Assistant will provide administrative support to the Program Director, Social Services Supervisor, and all social services staff and helps in the preparation of all social service documentation and referrals. The Administrative Assistant is also a receptionist and is responsible for answering all phone calls during his/her shift. The Administrative Assistant may act as a liaison between the shelter administration and DHS. To continue to run each of our Family shelters with excellence and to meet the needs of the program, employees may be asked to assume their same position at one of our other shelters operated by the Salvation Army at the discretion of the Director of Shelters or Salvation Army Department Heads. Other assignments and tasks may be added at the discretion of the Director of Shelters or Salvation Army Department Heads.

Requirements

High School Diploma or G.E.D required.
Good organizational skills, writing skills and communication skills are a must.

Nice To Haves

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

Responsibilities

Reports directly to the Program Director for all administrative and secretarial functions.
Keeps a daily and monthly resident record of intakes and discharges and vacancies and prepares corresponding reports that detail the findings for the Program Director.
Prepares the monthly billing from DHS as well as all supporting documentation for the Director of Family Shelters.
Takes resident referrals from distributes information appropriately.
Ensures that all closed cases have up-to-date notes and complete discharge information before placed in closed files.
Update 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.
Actively 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 matter.