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Administrative Assistant

3 months ago

Gaithersburg, United States Sheppard Pratt Full time

**General Summary**:
The Administrative Assistant is responsible for the administrative aspects for the BAK residential facility, a domestic violence shelter for women and children in Montgomery County, Maryland. This role ensures the delivery of services, quality control, day-to-day administration, and confidentiality of facility location.

**Principal Responsibilities and Duties**:

- Assists with answering telephone calls in a professional manner and relays messages to appropriate staff. Welcomes new residents and screens visitors and vendors, ensuring that visitor logs are completed.
- Maintains accurate logs of gift cards, bus tokens, and in-kind donations to the program.
- Prepare monthly program reports on service delivery, bed nights, and client dispositions.
- Update and distribute reports, such as Occupancy, Case Load, CACFP Food, daily or as needed.
- Orders supplies for different program areas to ensure sufficient inventory.
- Coordinate services with external providers and maintain the confidentiality of facility location.
- Sort and distribute staff and client mail.
- Ensure an adequate supply of Intake Packets, Resident Handbooks, brochures, and informational materials.
- Submit and track service requests to Montgomery County Facility Maintenance and IT departments, as well as services provided by Sheppard Pratt IT and Maintenance.
- Coordinates volunteer schedules and compliance with background screenings and other on-boarding processes and coordinates monetary and in-kind donations along with appropriate Sheppard Pratt staff.
- Attend all required meetings and trainings.
- Other Duties as assigned.

**Knowledge, Skills and Abilities Required**
- Requires a High School Diploma or GED.
- Experience in administrative role working with at-risk families preferred.
- Proficiency in current Microsoft Office software programs, including word processing, spreadsheets, and database.
- Ability to lift 30 pounds, stand, sit, stoop, bend at the waist and knees, and exhibit overall body flexibility.
- Must maintain a flexible work schedule.
- May require current, valid driver’s license and access to a vehicle during working hours for work related duties**
**Working Conditions**: _Note: Reasonable accommodations may be made to enable a qualified individual with a disability(s) to perform the essential functions of this position._
- Generally, work occurs in an environment where there is no physical discomfort due to temperature, dust, or noise. Noise levels may fluctuate.
- Depending on the assignment, work requires travel between services.