Administrative Assistant

Administrative Assistant - 10663 The mission of the Colorado Coalition for the Homeless is to work collaboratively toward the prevention of homelessness and the creation of lasting solutions for homeless and at-risk families, children, and individuals throughout Colorado. The Coalition advocates for and provides a continuum of housing and a variety of services to improve the health, well-being, and stability of those it serves. Our Philosophy of Service: We believe all people have the right to adequate housing and health care. We work to remove the barriers that restrict access to these rights. Society benefits when adequate housing and health care are available to everyone. We create lasting solutions to homelessness by: Honoring the inherent dignity of those we serve, affirming their capabilities and fostering their hope that a better life is possible. Building strong, caring and trauma-informed communities through the integration of housing, health care and supportive services. Advocating for social and racial equity, inclusion and diversity, and challenging the status quo in partnership with our workforce members and those we serve. Achieving excellence through continuous quality assurance, innovation and professional development. Using resources judiciously and effectively. The Administrative Assistant provides general clerical support and complex administrative support for the Housing Support Services: On-Site Program. Additional Requirement Valid driver's license required. This requirement may be waived, if necessary, based on overall candidate experience and current needs of the business. Coalition Benefits Choice of HMO or PPO health insurance coverage options: full-time employees contribute only 1% of their earnings for their own HMO health coverage and no more than 4% of their earnings for coverage of eligible dependents. We're proud to offer same-and opposite-sex domestic partner coverage. Choice of dental insurance or discount plan. Vision insurance. Flexible spending accounts for health care / dependent care / parking expenses. Free basic life and AD&D insurance coverage. Employee Assistance Program, a problem-solving resource available to you and your household members. Dollar-for-dollar retirement plan matching contributions up to 5% of earnings with 3-year vesting. Extensive paid time-off, including 9 holidays, 12 days of sick leave, and three weeks of vacation for new full-time employees in their first year. The effective date for your benefits will be the first of the month following your date of hire. Essential Job Functions The duties of the Administrative Assistant position may have client facing duties including but not limited to distribution of mail, staffing of front desk, taking phone calls, managing invoices, etc. This role is expected to operate onsite during business hours. Maintains a centralized database of all client profiles alongside other tracking systems for RTD bus fares, motel vouchers, office expenses (including petty cash), and food bank orders. Provides extensive data entry support for all programs especially in the HMIS and EHR databases, as well as in Excel. Assists with internal and external agency reports sent to federal grant sources, and CCH management. Maintains cleanliness and organization of communal areas for clients and staff. Photocopying, faxing, and scanning into EHR. Maintains and schedules repair for office equipment as necessary. Schedules maintenance of program vehicles and ensures registration and insurance documentation is available. Performs receptionist duties as necessary. Participates in all team meetings as requested. Creates and edits correspondence. Schedules meetings, performs set-up duties for meetings, takes and disseminates meeting minutes and other materials as requested. Delivers and picks up program information and mail from other Coalition sites daily. Provides orientation to new staff and volunteers and creates new hire binders as needed. Utilizes Microsoft Excel extensively for tracking and payment in multiple areas. Responsible for ensuring payments are made to vendors. Orders all supplies needed for the department weekly. Coordinates with management to work on new projects as assigned. Responsible for tracking and reconciliation of all expenses related to the department which may include monitoring credit cards transactions, receipts and entering them into the system. Creates and runs reports for managers as needed via HMIS and EHR, typically reconciling them in Excel. Maintains department specific records which may include hard copies and electronic copies of tracking forms for things such as bus passes, motels, and other program specific needs. Serves as point of contact for case managers, management, and outside entities to answer organizational and administrative questions. Performs other duties as assigned by management. This position requires handling sensitive information and participating in confidential meetings, with an expectation to maintain discretion and confidentiality at all times. Able to pass automobile insurance carrier's motor vehicle record investigation. Must be available by cell phone during all business hours. Qualifications Summary Extensive knowledge and experience in using Microsoft Excel. Demonstrated competence in all CCH databases including HMIS and EHR. Skill in operating office equipment, such as computers, software (e.g., Microsoft Word, Excel, and PowerPoint; e-mail), and telephones. Skill in oral and written communications. Able to communicate effectively with diverse audiences in a timely manner. Able to organize and prioritize multiple responsibilities simultaneously. Able to ensure accuracy of data management and reporting. Able to make sound decisions, using available information while maintaining appropriate confidentiality. Maintains a work environment that is marked by respect for others; that values inclusiveness and builds workforce diversity, and that fosters cooperation and teamwork. Education: High school diploma or equivalent required. Bachelor's degree preferred. At least 2 years of prior experience performing administrative duties preferred. Knowledge of homeless issues and demonstrated sensitivity to underserved populations. $20.64 - $24.28 an hour WHERE A CANDIDATE IS PLACED IN THE COMPENSATION RANGE DEPENDS ON TOTAL RELEVANT YEARS OF EXPERIENCE Employee must be able to perform essential job functions with or without reasonable accommodation and without posing a direct threat to safety or health of self or others. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Employee will perform job according to applied laws. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Colorado Coalition for the Homeless is committed to delivering services, making employment-related decisions, selecting volunteers, and selecting vendors without regard to age over 40, race, sex, color, religion, creed, national origin, ancestry, disability, genetic information, marital status, sexual orientation, gender identity, gender expression, pregnancy, medical condition related to pregnancy, military status, or any other applicable status protected by law.