Details about position:
Title: Administrative Assistant
REPORTS DIRECTLY TO: Homelessness Prevention Program Director
The Administrative Assistant primary responsibility consists of providing administrative and clerical/support services to ensure organization’s programs are implemented in an effective and efficient manner.
Responsible for:
the Administrative Assistant has duties and responsibilities that include but are not limited to the following:
· Provide general administrative and clerical support including mailing, scanning, faxing, filing and copying
· Prepares documents including coorespondence, memos, emails as needed
· Conducts client housing screenings and intakes and provides information and referrals as needed
· Assists clients with rental assistance applications
· Conducts follow up calls to facilitate the timely processing of applications
· Assist staff with other duties pertinent to program
· Answer phones and direct calls and respond to inquiries, if needed
· Maintain track and submit supply orders as needed
· Assist with special projects ie. Fundraisers, health fairs, etc
· Perform other realted duties as assigned
Qualifications:
- high school diploma generally required
- Must be detail oriented and very organized
- knowledge of administrative and clerical procedures
- knowledge of computers and relevant software applications
- knowledge of customer service principles and practices keyboard skills
- verbal and written communication skills
- professional personal presentation
- exceptional customer service skills
- attention to detail, organizing and planning
- demonstates initiative
- reliability
- stress tolerance
- Valid NJ Driver’s license and vehicle a plus
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REPORTS DIRECTLY TO THE PROGRAM MANAGER FOR THE SUCESSFUL EXECUTION OF THE DUTIES
RESPONSIBLE FOR:
Ø Conducting workforce development classes for use in individuals career and employment skill development
Ø Ensuring all materials for class are prepared in advance
Ø Following program curriculum ensuring all topics are covered
Ø Ability to tailor learning activities to meet both group and individual needs
Ø Ability to use creativity and enthusiasm to motivate participants
Ø Ability to speak in front of large groups to teach lecture materials
Ø Providing one on one client assistance for resume writing and preparation, job searching, interview practice, and online job searching
Ø Ensuring all participants complete program requirements
Ø Reporting attendance and any issues to Program Director
Ø Ability to use sound judgment when supervisor is not available
Ø Capable of resolving conflict and diffusing tense situations
Ø Providing an image that is appropriately helpful, customer friendly, positive and professional
Ø Maintaining current knowledge base of regional and national job market, workforce and labor news
Ø Assisting in assessing workforce development needs of customer
Ø Serving as a client advocate
Ø Possessing excellent verbal and written communication skills with exceptional attention to details
Ø Working in conjunction with other social services agencies as needed to ensure delivery of services to clients
Ø Maintaining an atmosphere of support, confidentiality and ethical standards for all clients.
Ø Ability to communicate effectively (writing, listening, speaking)
Ø Adhering to the Agency’s personnel policy manual
Ø Performing other related duties as assigned
Ø Assisting Program Manager as needed
Ø Assisting with agency fundraising efforts
QUALIFICATIONS:
Ø Bachelor’s degree in a human services field or related field with one year experience or an Associate Degree with three years of direct client services.
Ø Must have a valid driver’s license
Ø Must be capable of working with diverse populations
Ø Working knowledge of computers and Microsoft Office programs such as Word, Excel, and PowerPoint
Ø Weekends and Evenings may be required as needed
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