Administrative Assistant SC/ CIS Ventura

Administrative Assistant

The Administrative Assistant is responsible for providing day-to-day administrative support to the Program Coordinator. They manage the development of presentations, organization of historical documentation, and prepare reports. Additionally, the Administrative Assistant ensures a warm welcome to all guests and manages the office's level of cleanliness, inventory, and operability.

Essential Functions:

• Conserves the SSVF Coordinator and Program Manager time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Collaborate with the Intake Specialist (Los Angeles) to prepare and present Santa Barbara/Ventura (SBV) enrollments.
• Consolidate SBV DATA and submit monthly report to the Intake Specialist (Los Angeles).
• Track and collaborate with the Administrative Finance Specialist (Los Angeles) and Divisional Headquarters Finance with all Temporary Financial Assistant checks.
• Track and collaborate with the Administrative Finance Specialist with Outstanding checks and Returned checks.
• Input DATA in the Homeless Management Information System (HMIS) in Santa Barbara and Ventura. Generate "Program roster" reports.
• Acquire access to Property Shark, TIN Check, U.S. Bank, and Shelby systems to assist case managers and the SSVF Coordinator
• Maintains the SSVF Coordinator's company credit card by filing and submitting program charges made to LYFT, INSTACART, Amazon and other required program supportive services.
• Assists in the development of presentations using PowerPoint and Excel.
• Conduct program presentation for the Supportive Services for Veteran Families (SSVF) and Homeless Veteran Reintegration Program (HVRP) to community providers, Shelters, and GPD programs.
• Gain knowledge of veteran programs within The Salvation Army and maximize the ability to collaborate with the programs to provide temporary housing for veterans.
• Collaborate with the Administrative Assistant in Los Angeles to ensure all policies & procedures are consistent across all counties.
• Conduct sites visits between Ventura and Santa Barbara offices. Establish a schedule for covering both sites.
• Maintains staff confidence and protects operations by keeping information confidential.
• Completes administrative duties as needed including tracking required annual training, new employee employment verifications, new employee orientation, office equipment, program supplies, and other administrative tracking reports.
• Prepares bi-weekly reports of any outstanding program training or employee training to the Director.
• Secures information by completing database backups.
• Prepare and complete Time & Activity sheets for all employees in Santa Barbara and Ventura sites.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventory; evaluating new equipment and techniques.
• Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
• Maintains professional and technical knowledge by attending educational workshops; and reviewing professional publications.
• Maintain a level of professional and technical knowledge of the SSVF Program and understand the complexity of authorized expenditures.
• Contributes to team effort by accomplishing related results as needed.

Working Conditions:

Must be able to sit, walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Must be able to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead. Must be able to lift up to 25 pounds.

Minimum Qualifications:

• Some college or post-secondary education required. College degree preferred.
• Minimum 2-year experience as an administrative assistant.
• Computer literate.
• Must possess a valid California Driver's License.
• A criminal background check is required with certification for Protect the Mission policies and procedures.
• Some travel required.

Skills, Knowledge & Abilities:

• Excellent written and verbal skills.
• Microsoft Office Skills (Word, Excel, PowerPoint).
• Travel logistics and scheduling.
• Strong organizational and project management skills.
• Ability to manage multiple priorities simultaneously while paying critical attention to detail.
• Thrive in a team-oriented environment.
• Capable of meeting deadlines.

Qualifications:

Experience:

• Microsoft Office Skills (Word, Excel, PowerPoint). Some travel required. Minimum 2-year experience as an administrative assistant.

Licenses & Certifications:

• Driver's License

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.