Hybrid Administrative Assistant

at South Middlesex Opportunity Council (SMOC)

• Job title: Administrative Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $0 - $19 per hour
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Springfield, United States

About the role

• Administrative Assistant providing clerical support for Low Threshold Permanent Housing and Support Services program. Responsible for data entry, system management, and logistical coordination for the team.

Responsibilities

• Responsible for coordinating the list of items needed as clients prepare to move into housing, including the purchase order requests and proper invoicing and delivery confirmation documentation.
• Preparing correspondence, proposals, financial reports, and other clerical functions etc. as assigned by the Program Director.
• Preparation of reports and other documentation relative to team meetings and provider meetings.
• Use CSG Engage database to generate monthly client contact reports, manage referrals, monitor admissions and discharges.
• Assist with housing search by conducting online unit search to generate leads for the case managers.
• Support the Outreach staff by updating resource information that may be valuable to the program clients.
• Responsible for the coordination and logistics of assigned meetings which may include ordering of food, supplies, or scheduling of space.
• Maintaining adequate quantities of all necessary supplies, organizing and distributing supplies appropriately.
• Responsible for processing and tracking of program client assistance that may include first and last month's rent, household goods, food, etc.
• Processing and coding of invoices.
• Faxing documents to medical offices and other collateral providers.
• Complies and submit program expenses.
• Maintain program staff hours and submit timesheets to payroll.
• Other Duties as assigned.

Requirements

• Excellent typing and clerical skills
• Excellent working knowledge of all Microsoft office products
• Ability to initiate tasks independently as well as carry out assigned functions
• Ability to deal effectively with the staff, clients and community at large
• Excellent attention to detail required

Benefits

• Paid Time Off: All full-time employees can accrue up to 3 weeks of vacation, and 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.
• Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.
• Comprehensive Benefits Package including Medical Plans through Mass General Brigham with an HRA Employer cost-sharing program, Dental Plans with Orthodontic Coverage, and EyeMed Vision Insurance available to full-time employees.
• 403(B) Retirement Plan with a company match starting on day one for all full-time and part-time employees.
• Additional voluntary benefits including; Term and Whole Life Insurance, Accident Insurance, Critical Illness, Hospital indemnity, and Short-Term Disability.
• Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.