Social Services Administrative Assistant

at  Hias And Council Migration Service Of Philadelphia Inc

QUALIFICATIONS

• Have or work towards an associate degree
• Strong administrative skills; administrative work experience a plus
• Knowledge of office management systems and procedures
• Excellent English written and verbal communication skills
• Proficiency in Microsoft Office Suites, especially Excel and Google Workspace
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Strong organizational skills with the ability to multitask
• Enthusiasm, persistence, positive energy, compassion, and patience
• Current PA Criminal Background check and FBI fingerprint check
  Other Information: HIAS Pennsylvania is currently working on a hybrid work model. HIAS Pennsylvania requires all staff to be fully vaccinated against COVID-19 with the exception of those who have approved medical or religious belief exemptions.

SOCIAL SERVICES ADMINISTRATIVE RESPONSIBILITIES:

• Review, correct, document, and process cash, check, and credit card requests weekly or as needed. Submit reviewed requests to the Director of Social Services for approval.
• Once checks are issued, sort, scan, document, mail, and distribute them.
• Track and reconcile expenses on a regular basis for the fiscal staff. Resolve any discrepancies or inaccuracies and communicate with the Director of Social Services and fiscal staff as needed.
• Make payments to vendors (e.g. PECO, PGW, etc.) weekly or as needed. Make in-person or online purchases for supplies needed for Social Services programs (e.g., Chromebooks, SEPTA passes, gift cards, etc.)
• Assist in the preparation of regularly scheduled reports and monthly invoices to various funders.
• Track and report Emergency Food and Shelter Program (EFSP) expenses. Maintain and keep the grant expense reports up to date.
• Attend bi-weekly Social Services team meetings and provide administrative updates.
• Assist with SEPTA account reconciliation.
• Train and orient new and existing staff, fellows, and interns on administrative processes and procedures.
• Update and maintain Social Services administrative policies and procedures in coordination with the Director of Social Services.
• Assist with archiving and digitizing closed case files.
• Provide support to the director of Social Services by monitoring and coordinating the administration of post-award grants and by troubleshooting administrative issues encountered.
• Assist in planning, organizing, and coordinating in-person meetings, events, and trainings.
• Other tasks assigned by the Director of Social Services.

AGENCY ORGANIZATIONAL RESPONSIBILITIES:

• Attend agency-wide weekly admin and operations staff meetings.
• Assist in recruiting and onboarding contact interpreters and other contract employees.
• Keep the paid contract interpreter list up to date and process their payments.