ADMIN ASSISTANT

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.