Job Information
Adams County Shelter for the Homeless INC Administrative Assistant in West Union, Ohio
Administrative Assistant with the Adams County Shelter for the Homeless INC
Job Description
Definition: Working under the supervision of the Governing Board of Directors and Director, the part-time Administrative Assistant oversees and manages all office procedures and other tasks as assigned by the Director. Salary is commensurate with experience.
Duties and Responsibilities:
Oversee all aspects of general office coordination.
Direct the day to day operation of shelter.
Maintain office calendar to coordinate work flow and meetings.
Maintain confidentiality in all aspects of client, staff and office information.
Monitor and assist with maintenance of the organization's website and face-book page.
Interact with clients, vendors and visitors.
Answer telephones and transfer to appropriate staff member.
Open, sort and distribute incoming correspondence, including faxes and email.
Sign for and distribute UPS/FedEx or similarly delivered packages.
Prepare responses to correspondence containing routine inquiries.
Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing.
File and retrieve organizational documents, records and reports.
Coordinate and maintain records for staff, telephones, and building keys.
Coordinate and direct office services, such as records, budget preparation.
Create and modify documents such as invoices, reports, memos, letters and financial.
Statements using word processing, spreadsheet, database and/or other presentation.
Software such as Microsoft Office, or other programs.
Obtain and Retain HMIS Certification, as well as attend all necessary trainings and webinars to ensure up to date knowledge and usage of the HMIS database and programs needed and required by CoOhio.
Responsible for fiscal and file management of all grants
Responsible for financial management of office budgets.
Responsible for pay in, purchase orders, etc.
Assist and prepare for audits. ODSA, State Auditor, etc.
Prepare appropriations, transfers, reports, etc.
Reconcile monthly financial reports.
May conduct research, compile data and prepare documents.
Set up and coordinate meetings and conferences.
Prepare agendas and make arrangements for Director, Board of Directors or other meetings.
Interact with the organization's Board of Directors, etc.
Attend meetings as requested, ODSA, etc.
Compile, transcribe and distribute minutes of meetings.
Make travel arrangements for staff.
Collect and maintain inventory of office equipment and supplies.
Research, price and purchase office furniture, equipment and supplies.
Arrange for the repair and maintenance of office equipment.
Support staff in assigned project-based work.
Ability to assist/write and prepare grants.
Attend trainings as requested, ODSA, Records Retention, etc
Assist with overall maintenance of the organization and its offices
Other duties as assigned by Director.
Knowledge, Skills and Abilities:
- Computer literate.