Administrative Assistant - Divisional Social Ministries Department

Job Objective:  Provide a wide range of administrative support activities to the Divisional Social Services Department.

 

Essential Functions:

 

Administrative Duties:

• Provide administrative services and coordinate logistics for the Divisional Social Services Department; manage calendars, organize meetings, prioritize mail, handle phone calls, receive messages, compose emails and correspondence
• Coordinate services and maintenance of copier and filing systems
• Order office supplies and maintain inventory of supplies, furnishings and equipment
• Coordinate departmental activities with efficiency, including scheduling, file management, and data entry while maintaining a high level of confidentiality
• Ensure departmental tasks are completed accurately and on time, using a solution-focused approach
• Provide administrative support in disaster case management activities including securing needed documentation, compiling reports, filing and overseeing data entry
• Assist the Executive Director of Social Services in processing all Thomas Lyle Williams Fund applications and required grant reporting
• Assist in the preparation of Divisional Social Services conferences and events
• Collect monthly reports from program directors as requested

 

Clerical Duties:

• Prepare meeting minutes for various departmental meetings and route appropriately following approval
• Provide clerical support to the Divisional Mission and Program Council; maintaining meeting minutes, preparation of meeting agendas, tracking of submissions to ensure timely processing, retention of files, and communication to the field
• Provide clerical support to, and back up for the Contract Compliance Specialist
• Arrange and participate in designated meetings, team projects, and seasonal activities and other events as requested
• Participate in the rotation for Divisional Headquarters receptionist coverage as needed.  Route callers and greet, sign in, and direct visitors appropriately
• Ensure processing for both internal and external mail for the Divisional Social Services Department

 

Information Management:

• Prepare departmental billing for approval
• Coordinate and update schedules for Social Services Department staff
• Maintain confidentiality of all written/verbal communications and information as required by statute and policy/procedure
• Maintain program files according to standardized filing methods and purge records according to disposition of file procedures. Enter paper files into electronic document storage system (File Bound) in a systemic manner to ensure ease in file retrieval
• Maintain the contract database and paper files for all applications, grants, contracts and memorandums of understanding
• Coordinate the Social Services Evaluation process; manage the evaluation schedule, maintain and update real-time status tracking spreadsheets, handle logistics and visit needs for evaluators, and assist in compiling and distributing final evaluation reports
• Create and maintain monthly billing, expense, and statistical tracking reports

           

Minimum Qualifications:

Education: Minimum two-year college degree in administrative studies or related field; relevant experience in lieu of degree will be considered.  Specialized training in clerical skills or business preferred.

 

Experience: Minimum of four years’ clerical/administrative experience. Prefer previous experience in social services setting

 

Certifications/Licenses:  None

 

Skills/Abilities:

• Strong organizational skills and detail-oriented
• Ability to proactively identify opportunities for improvement and develop effective solutions to challenges
• Proficient verbal and written communication skills in Standard English
• Time management skills and ability to handle multiple demands and priorities
• Strong teamwork and interpersonal skills
• Sound judgment, problem solving and conflict resolution skills
• Ability to multi-task i