ADMIN ASSISTANT (Sunnyside)

Full job description
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.