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Administrative Assistant

3 months ago

Grass Valley, United States AMI Housing, Inc Full time

**Organization and Mission**:
Founded in 2003, AMI Housing is a California-based nonprofit organization whose mission is to house and support the most vulnerable residents of the Sierra Region by enhancing the lives of people with mental illness by providing housing, employment, and supportive services.

**Position Summary**:
Administrative Assistants provide organizational and administrative support to the senior leadership team and other members is the organization. This support includes performing administrative clerical duties, ordering supplies, sorting mail, scheduling vendors, answering phones, and greeting program participants and guests. Additional duties include data entry, compiling required program information, and completing required reports. Employees at this level must be fully trained in all procedures related to assigned areas of responsibility and adhere to the confidentiality of program participants and employee concerns related to personnel.

SHIFT NEEDED: Monday - Friday, 8:30am-5:00pm

**Essential Duties**:

- Provide administrative support to all housing programs and work closely with leadership with tracking processes to ensure schedules are kept current, arrange meetings, take minutes, and track processes.
- Manage and redirect telephone calls to the appropriate staff, take accurate messages, and ensure information is given to the necessary people.
- Compile and maintain extensive records and files to promptly ensure accuracy, confidentiality, and security.
- Enter data into program database, create and organize files and ensuring all paperwork is completed and filed.
- Organize and manage all documents of program participants records (paper, digital, electronic).
- Assist with monthly, quarterly and annual reports and HMIS management by compiling and submitting reports as requested.
- Provide support to property management services and maintenance team by scheduling vendors, tracking work orders and other duties as assigned.
- Produce and distribute correspondence, memos, letters, faxes, notices and forms.
- Gathering and submitting program receipts and financial records to the Finance Department
- Order office and house supplies as requested.
- Provide additional support to administration and agency as assigned.
- Provide service at the Front reception desk.

**Skills**:

- Must multitask with attention to detail while working in a fast-paced and sometimes chaotic environment.
- Ability to plan, organize, and prioritize work.
- Strong computer proficiency (i.e., Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, Microsoft Teams, Zoom, Adobe, DocuSign, Google Docs, Internet, and Calendar).
- Type/Enter data at a speed necessary to meet job duties.
- Operate a variety of office machines, computers and software systems.
- Be welcoming and supportive. Displays a solid desire to advance the agency’s mission and help people with mental illness improve their lives by becoming independent, successful community members.

**Qualifications**:

- High school diploma or equivalent is required.
- Minimum of 2 years of experience completing Administrative Assistant tasks or similar
- QuickBooks experience is required.
- HMIS experience is preferred.

Livescan clearance, drug and alcohol testing, and criminal background checks are required pre-employment.

AMIH is an equal opportunity and drug free employer.

Pay: From $22.00 per hour

Expected hours: 40 per week

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday
- No weekends

**Education**:

- High school or equivalent (required)

**Experience**:

- Homeless Management Information System: 1 year (preferred)
- Administrative Assistant: 2 years (required)
- QuickBooks: 1 year (required)

License/Certification:

- Driver's License (required)

Work Location: In person