JOB DESCRIPTION
Position: Team Assistant- Adults and Families
Reports To: Housing Navigator Team Leader
Purpose of Position: The Team Assistant is responsible for providing administrative support to the Adult & Family Services Teams.
Duties and Responsibilities:
§ Advocates for the mission of the organization and upholds the agency's values.
§ Enters data into Microsoft Office based programs and generates regular reports for Adult & Family Services staff in order to track financial information related to client assistance, to monitor client outcomes, and to ensure compliance with funder and regulatory requirements.
§ Creates and copies forms for client files, sets up new client files. Archives inactive files in accordance with agency policy and state regulations.
§ Reviews client records (on paper and electronic) to ensure data accuracy and completeness, and compliance with agency policy and regulatory requirements..
§ Responds to program inquiries received from phone, email or in person.
§ In compliance with applicable confidentiality laws, responds to requests for information from client records, gathers documents and forwards to requestor. Maintains database of record requests received.
§ Sorts client mail and distributes to appropriate staff person/case manager.
§ Tracks use of agency vehicles and allocates mileage charges to appropriate program(s).
§ Reconciles billing for client assistance such as transportation, vital records, etc., and allocates charges to appropriate program(s).
§ Generates routine HMIS reports for all Adult & Family Services programs.
§ Provides back-up coverage for receptionist as needed, including answering main telephone line, greeting visitors, and providing information as appropriate.
§ Performs other duties as assigned.
Experience and Education:
§ Associates Degree or advanced certification preferred, extensive experience may substitute for degree.
§ 2 year’s experience as an Administrative Assistant or related position
Knowledge, Skills and Abilities:
§ Ability to work with people experiencing homelessness in a respectful manner.
§ Knowledge of standard office principles and procedures
§ Strong computer skills, including proficiency in Microsoft Office Programs (Word, Excel, and PowerPoint).
§ Self-starter, highly organized and able to handle rapidly changing priorities.
§ Exceptional customer service skills
§ Strong problem-solving skills and ability to complete tasks independently.
§ Effective verbal and written communication skills, including business English, grammar, and punctuation
§ Knowledge of principles of telephone etiquette.
§ Able to work effectively with other staff, clients, and visitors.
Physical demands and work environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
· Physical demands: Extended periods of sitting and standing as well as assisting clients according to their physical needs.
· Work environment: Primarily an office environment with some local travel required. Use of regular office equipment.