Administrative Assistant, FES presso SMOC

Summary: The Family Services Administrative Assistant will support the Co- Directors of Family shelters with a variety of tasks to ensure the smooth operations of the entire Emergency Assistance Shelter portfolio. Job duties include coding and processing invoices, coordinate client transportation, order supplies and assist with other duties assigned  

Why Work for SMOC? 

• Paid Time Off: All full-time employees can accrue up to 3 weeks of vacation, and 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.
• Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.
• Comprehensive Benefits Package including Medical Plans through Mass General Brigham with an HRA Employer cost-sharing program, Dental Plans with Orthodontic Coverage, and EyeMed Vision Insurance available to full-time employees.
• 403(B) Retirement Plan with a company match starting on day one for all full-time and part-time employees.
• Additional voluntary benefits including; Term and Whole Life Insurance, Accident Insurance, Critical Illness, Hospital indemnity, and Short-Term Disability.
• Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.

Primary Responsibilities: 

• Process and code all incoming invoices for all shelter properties using Microx system 
• Effectively track all utility costs for each property • Run weekly reports in the Efforts to Outcomes (ETO) system and communicate results to each Shelter Program Manager  
• Coordinate transportation for shelter clients according to program policies  
• Order supplies for shelter turnovers and office supplies for each Shelter Program as requested  
• Complete and submit the monthly rent roll for the scattered site units to the Division analyst each month  
• Complete and submit Job Requisitions as requested by Shelter Program Managers • Assemble bags of supplies for shelter units as new families are placed into a shelter unit  
• Reconcile Petty Cash for each shelter as requested by Shelter Program Managers  
• Forward shelter placements from the Department of Housing and Community Development (DHCD) to the appropriate Shelter Program Manager 
• Coordinate Food deliveries to clients as requested 
• Organize and file closed files  

• Coordinate food packages for each new family as requested by Shelter Program Managers
• Support the Family Emergency Shelter staff as needed
• Attend & participate in engagement team meetings as requested and communicate effectively with clients and staff in other areas
• Engage all clients by understanding and addressing their needs whether within or outside the scope of work
• Maintain confidentiality of client, employee, and agency information in accordance with federal and state laws and funder requirements
• Ensure compliance with program/department, agency, and/or funder requirements, as well as, SMOC policies and procedures.

Knowledge and Skill Requirements: 

• Prior experience as an administrative assistant preferred.
• Friendly demeanor, solid organizational skills.
• Attention to detail.
• Work well as a member of the Family Services team.
• Computer skills including working knowledge of Word and Excel.
• Strong customer service skills including verbal communication skills.
• Bilingual preferred.
• Ability to work independently.

Organizational Relationship:  

• Directly reports to Co-Directors of Family Services
• Indirectly reports to Division Director of Family Services and Shelter Program Managers

• Direct reports of this position are none

Working Conditions: The administrative assistant will have desk space at 7 Bishop St. Framingham A successful background check is required. As part of the responsibilities of this position, the administrative assistant will have direct or incidental contact with clients served by SMOC in various programs. Must be able to sit for long periods of time. A successful background check is required.  

Remote Work Option: Remote work is permissible in some positions at SMOC depending on the key functions and responsibilities. The Administrative Assistant position is eligible to work from home 0-20% of the week in scheduling coordination with the department manager.