Admin Assistant

ADMINISTRATIVE ASSISTANT The Administrative Assistant provides comprehensive administrative and clerical support to ensure the smooth and compliant operation of a DHS long-term shelter. This position plays a key role in supporting program leadership, maintaining accurate records, coordinating reporting tasks, and assisting with the day-to-day functioning of the shelter in alignment with DHS and internal agency requirements.

Key Responsibilities

1. Procurement and Supply Management · Coordinate the purchase of office and program supplies or equipment, maintaining documentation of all purchasing decisions. · Submit purchase orders, packing slips, and invoices to the fiscal department promptly. · Track and reorder supplies to ensure common areas and office spaces are adequately stocked.
2. Invoice and Financial Documentation · Review vendor invoices for accuracy and forward approved items to the fiscal department in a timely manner. · Maintain and reconcile the office petty cash fund by processing expense vouchers, reimbursing staff, and submitting monthly reconciliations.
3. Inventory and Asset Management · Maintain a monthly inventory log of all office equipment, furniture, and program assets, including items purchased, transferred, discarded, or traded. · Support compliance with audit and agency inventory control standards.
4. Compliance and Training Documentation · Maintain accurate logs and files of staff training records, certifications, fire drill logs, and other regulatory documents. · Ensure documentation is up to date and in compliance with DHS and agency requirements.
5. Program Reporting and Data Support · Assist with the collection, organization, and submission of internal and external reporting data, including DHS-required reports. · Support supervisors and directors with compiling and formatting data for reports and proposals.
6. Administrative Support · Draft, copy, fax, and file letters, memos, and agency-related documents. · Manage calendars, schedule appointments, and coordinate meeting spaces for internal and external meetings.
7. Reception and Visitor Management · Greet and direct visitors, vendors, and clients professionally and ensure they are escorted or referred to appropriate staff. · Maintain a welcoming and organized front office and reception area.
8. Audit and Proposal Assistance · Assist in preparing documentation for audits, site reviews, and contract renewals. · Help compile and format supporting materials for grant or proposal submissions.
9. System Support

• AWARDS and CAIRS · Maintain and update client databases, including playing the role of team superuser for HMIS platforms such as AWARDS and CAIRS. · Troubleshoot and support staff with system navigation and data entry.

1. Transportation and Document Delivery · As needed, deliver or pick up documents to/from agency headquarters, DHS offices, or other relevant locations.
2. Other Duties as Assigned · Provide backup support to other administrative functions or site needs as assigned by the Program Director or administrative leadership.

Qualifications

· High School Diploma or GED required; Associate’s Degree preferred. · At least two (2) years of administrative experience, preferably in a human services, non-profit, or government-funded program. · Strong working knowledge of Microsoft Office Suite (Excel, Word, PowerPoint). · Familiarity with or willingness to learn DHS data systems, including AWARDS and CAIRS.

· Knowledge of basic procurement procedures and document control. · Excellent organizational and time management skills. · Strong written and verbal communication skills. · Professional demeanor, with the ability to interact effectively with diverse populations, including clients, staff, and external partners.

· Ability to manage sensitive information with discretion and maintain confidentiality at all times. · Valid New York State Driver’s License preferred.