Administrative Assistant II

2 weeks ago

Ellsworth, United States Downeast Community Partners Full time
Job DescriptionJob Description

Administrative Assistant II - Housing Dept.

Full-time position

Pay Range - $16.27 - $18.72 per hour

Generous Benefits Package - Health, Dental, Vision, FSA, HRA, STD/LTD, Life Insurance, 403b Retirement w/DCP match

Summary

Coordinates paperwork and responds to inquiries from agency financial staff, funding sources, and vendors. Prepares accurate and timely reports and monthly billings, budget reconciliation, data base entry, provides clerical functions, purchases office supplies, and maintains inventory control systems.

Essential Duties and Responsibilities:

  • Performs supportive office duties to Division Director, Operations Manager, and Program Mangers.
  • Inputs client data, services provided, and outcomes into agency data base (Empower).
  • Prepares client files for eligibility, work orders, and inspections.
  • Works directly with all agency division staff to determine eligibility for other division services.
  • Maintains client wait lists for services.
  • Notifies Program Manager of next available work to be completed.
  • Maintains audit ready client files.
  • Cross trains with other division Administrative Assistants to maintain efficiency of the division.
  • Maintains accurate and up-to-date vendor list and supporting proof of insurances and Workers Compensation
  • Implements and manages yearly vendor Request for Proposals and contracts for the division
  • Reconcile and balance month Accounts Payable and Accounts Receivables
  • Performs general bookkeeping including to, but not limited to, submitting billings, purchase orders, invoices, and receipts
  • Oversees requisition of supplies and inventory for division programs
  • Responds to inquiries from the public and other social service agencies
  • Purchase office supplies for the building, review inventory, track orders, unpack.
  • Maintain records and enter client data in HEAT software for Maine Housing.

Education/Skill Requirements:

  • Obtain agency training as required by law and/or policy
  • Associates degree or the equivalent in experience.
  • 2-3 years experience in accounting/finance
  • Must be able to pass background checks.

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