Administrative Assistant - 10975

Additional Requirement

• Valid driver’s license required. This requirement may be waived, if necessary, based on overall candidate experience and current needs of the business and/or role.

Coalition Benefits 

• Choice of HMO or PPO health insurance coverage options: full-time employees contribute only 1% of their earnings for their own HMO health coverage and no more than 4% of their earnings for coverage of eligible dependents. We’re proud to offer same-and opposite-sex domestic partner coverage. 
• Choice of dental insurance or discount plan. 
• Vision insurance.  
• Flexible spending accounts for health care / dependent care / parking expenses. 
• Free basic life and AD&D insurance coverage. 
• Employee Assistance Program, a problem-solving resource available to you and your household members. 
• Dollar-for-dollar retirement plan matching contributions up to 5% of earnings with 3-year vesting. 
• Extensive paid time-off, including 9 holidays, 12 days of sick leave, and three weeks of vacation for new full-time employees in their first year. 
 
The effective date for your benefits will be the first of the month following your date of hire.

Essential Job Functions 

• The duties of the Administrative Assistant position may have client facing duties 
  including but not limited to distribution of mail, staffing of front desk, taking 
  phone calls, managing invoices, etc.
• This role is expected to operate onsite during business hours 
  Maintains a centralized database of all client profiles alongside other tracking systems 
  for RTD bus fares, motel vouchers, office expenses (including petty cash), and food bank 
  orders.
• Provides extensive data entry support for all programs especially in the HMIS and EHR 
  databases, as well as in Excel.
• Assists with internal and external agency reports sent to federal grant sources, and CCH 
  management.
• Maintains cleanliness and organization of communal areas for clients and staff.
• Photocopying, faxing, and scanning into EHR.
• Maintains and schedules repair for office equipment as necessary.
• Schedules maintenance of program vehicles and ensures registration and insurance 
  documentation is available.
• Performs receptionist duties as necessary.
• Participates in all team meetings as requested.
• Creates and edits correspondence. 
• Schedules meetings, performs set-up duties for meetings, takes and disseminates 
  meeting minutes and other materials as requested.
• Delivers and picks up program information and mail from other Coalition sites daily.
• Provides orientation to new staff and volunteers and creates new hire binders as 
  needed.
• Utilizes Microsoft Excel extensively for tracking and payment in multiple areas.
• Responsible for ensuring payments are made to vendors.
• Orders all supplies needed for the department weekly.
• Coordinates with management to work on new projects as assigned.
• Responsible for tracking and reconciliation of all expenses related to the department 
  which may include monitoring credit cards transactions, receipts and entering them into 
  the system.
• Creates and runs reports for managers as needed via HMIS and EHR, typically reconciling 
  them in Excel.
• Maintains department specific records which may include hard copies and electronic 
  copies of tracking forms for things such as bus passes, motels, and other program 
  specific needs.
• Serves as point of contact for case managers, management, and outside entities to 
  answer organizational and administrative questions.
• Performs other duties as assigned by management.
• This position requires handling sensitive information and participating in confidential 
  meetings, with an expectation to maintain discretion and confidentiality at all times.
• Able to pass automobile insurance carrier’s motor vehicle record investigation.
• Must be available by cell phone during all business hours.

Qualifications Summary 

 Job Competencies
• Skill in operating office equipment, such as computers, software (e.g., Microsoft Word, Excel, 
  and PowerPoint; e-mail), and telephones.
• Skill in oral and written communications.
• Able to communicate effectively with diverse audiences in a timely manner.
• Able to organize and prioritize multiple responsibilities simultaneously.
• Able to ensure accuracy of data management and reporting.
• Able to make sound decisions, using available information while maintaining appropriate 
  confidentiality.
• Maintains a work environment that is marked by respect for others; that values inclusiveness 
  and builds workforce diversity, and that fosters cooperation and teamwork.
Experience
• Knowledge of homeless issues and demonstrated sensitivity to underserved populations.
• Extensive knowledge and experience in using Microsoft Excel.
• Demonstrated competence in all CCH databases including HMIS and EHR.
 
Education
• High school diploma or equivalent required. Bachelor’s degree preferred.
• At least 2 years of prior experience performing administrative duties