Job Title: Administrative Assistant
Reports To: Program Director
Status: Non-exempt
Grade: A03
Salary: Dependent on Qualifications
Position Summary:
The Administrative Assistant will be responsible for maintaining client-related information for physical and electronic files. All client information is accurately and timely entered into FAMCare and HMIS. The Administrative Assistant will be able to create reports relating to admissions, services, and discharges from programs. This position will work in two data systems: the Homeless Management Information System (HMIS) and FAMCare.
Essential Duties & Responsibilities:
Responsible for updating and maintaining client rent ledger via FAMCare.
Responsible for completing check request forms for all client-related expenses and providing them to the Program Director for approval.
Ensures that all documentation required is attached to the check request.
Ensures that all W-9s for landlords are obtained.
Maintains client files per established procedures.
Enters all clients into related database(s). (HMIS and FAMCare)
The responsibility of all Heading Home employees includes the following:
Uphold Heading Home Core Values.
Always represent and promote Heading Home positively and professionally.
Maintain good attendance and punctuality in keeping with Heading Home Policies.
Attend all staff and organizational meetings as required.
Observe and practice safe work habits and practices in compliance with regulations, statutes, and organizational policies.
Maintain client, resident, guest, and organizational confidentiality in compliance with organizational policies and procedures.
Read, understand, and comply with all guidelines of the Heading Home Employee Handbook.
Qualifications:
To perform this job successfully, an individual must have excellent communication and interpersonal skills, must be able to think strategically, have an excellent aptitude for and a high degree of accuracy with data entry, and a familiarity with running reports from (cloud-based or PC) software. HMIS certification or the ability to become HMIS certified. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. Prior experience in data entry or a related field and working with individuals experiencing homelessness and/or mental illness is highly desired.
The requirements listed below are representative of the knowledge, skills, and abilities required.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.
Excellent knowledge of Google applications.
Electronic records/database management experience.
Ability to communicate effectively orally and in writing.
Excellent computer and keyboarding skills.
Ability to maintain positive interpersonal skills across a broad range of professional situations.
Ability to meet deadlines and manage competing priorities.
Knowledge of Microsoft Word, Excel, PowerPoint, and Outlook.
Knowledge of area service providers and community resources.
HMIS certification or the ability to become HMIS certified.
Education and/or Experience:
A minimum of a High School Diploma or GED is required.
A minimum of one (1) year of data management-related activities is required. Must be able to perform with a high degree of accuracy.
A minimum of three (3) years of prior administrative or office management experience is required.
Other Requirements
Valid New Mexico driver’s license and reliable transportation.
Ability to navigate stairs, ladders, ramps, and uneven terrain.
Must become CPR/First Aid trained within 90 days of hire.
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This job description does not constitute an employment agreement between the employer and employee. This document is subject to change by the employer as the needs of the employer and requirements of the job change.
