Administrative Assistant

Responsibilities:

1. Purchase office supplies and/or equipment, including maintaining appropriate documentation of purchasing decisions and forwarding purchase orders, packing slips and invoices to the fiscal department on a timely basis.
2. Review invoices for accuracy and forward to fiscal department on a timely basis.
3. Maintain inventory log monthly for all items, equipment and furniture purchased, transferred, traded in, or discarded.
4. Maintain and balance office petty cash fund by collecting expense vouchers, reimbursing staff, and reconciling and submitting vouchers to fiscal on a, at minimum, monthly basis.
5. Maintain, training logs, office certificates, etc., to ensure compliance with regulatory agencies as well as HOGAR requirements.
6. Collect, organize, and forward program report data to supervisors.
7. Draft, copy, fax and file memoranda, letters, and other agency documents.
8. Maintain calendar, schedule appointments, and arrange meeting rooms.
9. Maintain common spaces in office including ordering and restocking supplies and general area upkeep.
10. Greet and direct visitors to appropriate location(s).
11. Assist with the collection of documents for audits and submission of proposals.
12. Assist Site/Program Director in preparing reports.
13. Deliver and/or pick up documents to/at HOGAR offices, funding sources and or other locations.
14. Maintain client databases and play team role of super-user for Awards and CAIRS systems.
15. Perform additional duties as assigned.

Qualifications:

• High school diploma or equivalent and two years related experience
• Proficiency in modern business communications including personal computers, electronic mail, voicemail, facsimile and copier equipment
• Proficient experience using Microsoft Office software (PowerPoint, Excel) and knowledge of databases.
• Proficiency in basic filing principles and standard correspondence formats