Administrative Assistant

Location: Miami Area Command, Miami, FL

Position Type: Full-Time at 35 hrs/wk

Pay Range: $19.50/hr - $22.00/hr

About this opportunity:
This position is responsible for relieving a department head or administrative level officer of administrative detail; performing advanced, complex, and often confidential secretarial work with a broad scope of responsibilities; preparing advanced and technical reports and spreadsheets from start to finish; coordinating information and arrangements for meetings and seminars; responding to inquiries regarding departmental operations and ensuring the office runs smoothly while the supervisor is absent; may serve as a lead worker to one or two clerical employees.

Key responsibilities:

• Process referrals from providers in a timely manner, maintains ongoing tracking and appropriate documentation of referrals. Maintains bedsheet spreadsheet. Serves as the EFSP Clearinghouse agent. FPL Administrators for emergency assistance.
• Assisting Director of Social Services in the compilation of all grants, contracts, and foundations application, maintain all correspondence regarding grants and contracts in order, acting as liaison with Divisional Social Staff.
• Reviews all Federal Emergency Management Act (FEMA) cases ensuring all paperwork is accurate and complete; ensure compliance with program policies and procedures as well as local state and federal rules and regulations; computation of monthly statistical, transportation and FEMA reports.
• Distribute vouchers to Social Service workers and other department personnel.
• Prepares monthly billing for all social service programs to include invoicing contractors in a timely manner at the end month of the fiscal year. Develop a tracking system for invoice reimbursements sent to contractors and projected receivables.
• Representing the Director of Social Services at meetings when Director is unable to attend.
• Coordinates and monitors various special and seasonal projects, seasonal events.
• Conducts tours of program facility for outside agencies as requested.
• Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature with limited supervision and direction such as correspondence, proposals, contracts, agreements, resolutions, programs, statistics, invoices, notices, bulletins, agendas, schedules, minutes, manuals, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.
• Performs varied and/or routine administrative duties for the administrative office; prepares or assists in preparing statistical reports related to Social Services programs; assists in establishing general policy and mission for Corps programs; assists with the administrative detail of designing, overseeing, and evaluating Corps programs.
• Performs a variety of administrative work associated with special projects; processes correspondence and special documents; ensures the accuracy and completeness of the same before submitting for approval and signatures.
• Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects; research files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate people of discoveries for internal use as well as those required by agencies.
• Serves as a liaison for other departments and/or other divisions seeking information or services from the department head; responds to questions, researches and provides specific and general information based on the knowledge of the department operations; ensures the accuracy, completeness and timeliness to all information provided; maintains the confidential nature of the position.
• Prepares and maintains records, databases (i.e. HMIS, Well Sky, SA Help), books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and enters data into the computer to maintain records; research files to locate specific information found in documents, correspondence, lists, forms, etc.
• Develops and maintains a filing system of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.
• Types correspondence and/or minutes in an accurate and timely manner; acknowledges routine correspondence not needed for dictation; may attend meetings and records minutes.
• Answers telephone in a courteous and tactful manner; schedules appointments; greets and assists employees and people from outside The Salvation Army; provides accurate and complete information regarding the