Recovery Program Administrative Assistant
2 weeks ago
STATUS: Part-time position, 15 hours per week, non-exempt
REPORTS TO: Executive Director
WORK LOCATION: Greater Philadelphia area, with occasional travel required.
ABOUT US
GREATER PHILADELPHIA URBAN AFFAIRS is dedicated to addressing the challenges associated with substance use disorders by providing essential support services, housing, and opportunities for individuals seeking a path to recovery. Our organization offers transitional housing and a range of supportive services aimed at fostering sobriety, self-sufficiency, and personal growth.
POSITION SUMMARY
The Administrative Support Specialist plays a crucial role in assisting individuals in recovery by managing vital administrative functions. This position ensures compliance with relevant regulations, timely submission of billing documents, and accurate maintenance of financial and internal data. The specialist will also oversee office supplies and equipment to support the organization's operations.
KEY RESPONSIBILITIES
- Input invoices and purchase orders into the financial management system.
- Prepare and submit comprehensive spreadsheets to funding sources.
- Conduct local travel for document and supply management.
- Handle incoming and outgoing mail, ensuring proper distribution.
- Maintain an inventory of office supplies to ensure availability.
- Source and procure necessary office and program supplies.
- Reconcile monthly debit card transactions.
- Generate monthly invoices for contracted services.
- Prepare documentation for significant purchase approvals.
- Perform data entry for donations, client information, and program details.
QUALIFICATIONS
- Excellent verbal and written communication skills.
- Proficient in computer applications, including databases, Excel, Word, and email.
- Familiarity with office equipment such as computers, printers, and copiers.
- Willingness to learn and adhere to organizational policies and procedures.
- Comfortable working closely with individuals facing substance use challenges.
- If in recovery, a minimum of one year of continuous sobriety is required.
- Commitment to maintaining confidentiality regarding participant and staff information.
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