Job Description
Job Description
Summary: The Administrative Assistant provides clerical support to the Low Threshold Permanent Housing and Support Services program management and staff. Duties include data entry in EIM/ESM, data quality and outcome measures review of the program client records, and providing administrative support with time sheets, invoices, mail, and program client expenditures.
Why Work for SMOC?
- 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.
Primary 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.
Knowledge and Skill 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
Organizational Relationship: Directly reports to LTPHSS Program Manager.
Physical Requirement: Must be able to read, verify, and interpret systems reports and data.
Working Conditions: As part of the responsibilities of this position, the Administrative Assistant will have direct or incidental contact with clients served by SMOC in various programs funded or administered through the Executive Office of Health and Human Services.
Hybrid Work Option: Hybrid work is permissible in some positions at SMOC depending on the key functions and responsibilities. The Administrative Assistant position is eligible to work from home 0-20% of the week in scheduling coordination with the department manager.
Monday through Friday: 9:00AM - 5:00PM. Includes a 1-hour unpaid lunch break.
35 Hours per week.