Administrative Assistant Safe Haven

GENERAL DESCRIPTION:

The Safe Haven for Children Shelter and Transitional Foster Care Program serves young persons in immigration custody who are awaiting release to their sponsors. This is a 24-hour program. The Administrative Assistant (Shelter) provides operational support to the Assistant Director and Program Director to ensure that the program is in compliance with federal, state, and local laws and regulations. The Administrative Assistant (Shelter) is responsible for maintaining the office, ordering supplies, handling petty cash, maintaining files and ensuring that all mailings are timely.

MAJOR DUTIES AND RESPONSIBILITIES include:

• Regularly enter all required information, data, etc., into program systems/ case files as required by program policies and procedures.
• Ensure compliance with local, state, and Federal rules and regulations, including but not limited to HIPAA.
• Provide clerical support for the Director as well as other staff, as needed.
• Provide office support, including handling mail, ordering supplies, and requesting repairs.
• Prepare vouchers for orders; maintain expense records.
• Assist the Assistant Director in developing and maintaining relationships with individuals, companies, and organizations who donate items to unaccompanied minors in shelter.
• Assist with intakes and facilitating distribution of inventory to unaccompanied minors.
• Liaise with community organizations, i.e., Community Partnership Initiative, as well as with LSSNY main office.
• Perform other duties as required by Assistant Director or needs of the program/agency.
• On call 24 hours.

SUPERVISES:

• Volunteers as needed

SKILLS & ABILITIES:

• Bilingual in English and Spanish
• Strong communication and writing skills
• Knowledgeable about working with immigrants or foster care youth and children
• Ability to manage time effectively, multi-task and determine priorities
• High degree of organization and attention to detail
• Ability to work independently and as part of a team
• Resourceful
• Availability to work flexible hours as needed
• Experience and facility with Microsoft Office Applications

QUALIFICATIONS/EDUCATION:

• Bachelors degree in social work or related field

EXPERIENCE:

• Minimum of two years relevant experience.

SKILLS & ABILITIES:

• Bilingual in English and Spanish
• Strong communication and writing skills
• Knowledgeable about working with immigrants or foster care youth and children
• Ability to manage time effectively, multi-task and determine priorities
• High degree of organization and attention to detail
• Ability to work independently and as part of a team
• Resourceful
• Availability to work flexible hours as needed
• Experience and facility with Microsoft Office Applications