Administrative Assistant

Job Description

Job Description

Objective : To prepare and submit administrative documentation in support of the Emergency Family Shelter Housing and Stabilization ("EFSP Housing") Program business and programmatic operation.

Scope : The ETO / HMIS Administrative Assistant is also responsible for various administrative duties, as requested by the Office Manager, Program Director and / or Assistant Program Directors, including (but not limited to) : the operation and entry of data in the ETO / HMIS Software Program for EFSP Housing . This is a non-exempt, full-time hourly position.

Responsibilities :

• Perform necessary data entry and operation of the ETO / HMIS Software Program including, but not limited to : accepting / dismissing participants into the program; creating participants in the program; recording participant assessments; generating reports; reviewing and correcting errors; recording participant efforts; and, internally transferring participants.
• Assist in the preparation and submission of programmatic paperwork including, but not limited to : monthly billing; quarterly statistical reports; and, weekly placement reports.
• Maintain and consistently update stabilization, family case files, in compliance with program policies / procedures.
• Support the Office Manager with case files and other programmatic documentation as needed.
• Assist in facilitating the Mass. HLC / shelter referral process.
• Assist in volunteer coordination and management as needed or as directed by the Office Manager, Program Director, or Assistant Program Directors.
• Exercise basic knowledge of Agency and program policies / procedures.
• Adhere to deadlines, while completing multiple tasks the ETO / HMIS Software Program.
• Abide by all MHSA policies regarding boundaries, strict confidentiality and ethical standards at all times.
• Attend in-service and outside training and instructions as directed by Office Manager.
• Various other responsibilities, as assigned by Office Manager, Program Director, and / or Assistant Program Director from time to time and / or as needed to ensure proper functioning of the ETO / HMIS Software Program, and as required under contract with state funders.

Requirements / Qualifications :

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