Shelter Administrative Specialist — Operations & Compliance

ADMINISTRATIVE ASSISTANT

The Administrative Assistant provides comprehensive administrative and clerical support to ensure the smooth and compliant operation of a DHS long-term shelter. This position plays a key role in supporting program leadership, maintaining accurate records, coordinating reporting tasks, and assisting with the day-to-day functioning of the shelter in alignment with DHS and internal agency requirements. Key Responsibilities: 1. Procurement and Supply Management

• Coordinate the purchase of office and program supplies or equipment, maintaining documentation of all purchasing decisions.
• Submit purchase orders, packing slips, and invoices to the fiscal department promptly.
• Track and reorder supplies to ensure common areas and office spaces are adequately stocked.

2. Invoice and Financial Documentation

• Review vendor invoices for accuracy and forward approved items to the fiscal department in a timely manner.
• Maintain and reconcile the office petty cash fund by processing expense vouchers, reimbursing staff, and submitting monthly reconciliations.

3. Inventory and Asset Management

• Maintain a monthly inventory log of all office equipment, furniture, and program assets, including items purchased, transferred, discarded, or traded.
• Support compliance with audit and agency inventory control standards.

4. Compliance and Training Documentation

• Maintain accurate logs and files of staff training records, certifications, fire drill logs, and other regulatory documents.
• Ensure documentation is up to date and in compliance with DHS and agency requirements.

5. Program Reporting and Data Support

• Assist with the collection, organization, and submission of internal and external reporting data, including DHS-required reports.
• Support supervisors and directors with compiling and formatting data for reports and proposals.

6. Administrative Support

• Draft, copy, fax, and file letters, memos, and agency-related documents.
• Manage calendars, schedule appointments, and coordinate meeting spaces for internal and external meetings.

7. Reception and Visitor Management

• Greet and direct visitors, vendors, and clients professionally and ensure they are escorted or referred to appropriate staff.
• Maintain a welcoming and organized front office and reception area.

8. Audit and Proposal Assistance

• Assist in preparing documentation for audits, site reviews, and contract renewals.
• Help compile and format supporting materials for grant or proposal submissions.

9. System Support – AWARDS and CAIRS

• Maintain and update client databases, including playing the role of team superuser for HMIS platforms such as AWARDS and CAIRS.
• Troubleshoot and support staff with system navigation and data entry.

10. Transportation and Document Delivery · As needed, deliver or pick up documents to/from agency headquarters, DHS offices, or other relevant locations. 11. Other Duties as Assigned

• Provide backup support to other administrative functions or site needs as assigned by the Program Director or administrative leadership. Qualifications:
• High School Diploma or GED required; Associate’s Degree preferred.
• At least two (2) years of administrative experience, preferably in a human services, non-profit, or government-funded program.
• Strong working knowledge of Microsoft Office Suite (Excel, Word, PowerPoint).
• Familiarity with or willingness to learn DHS data systems, including AWARDS and CAIRS.
• Knowledge of basic procurement procedures and document control.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Professional demeanor, with the ability to interact effectively with diverse populations, including clients, staff, and external partners.
• Ability to manage sensitive information with discretion and maintain confidentiality at all times.
• Valid New York State Driver’s License preferred.

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