Administrative Assistant (Housing)
Position Summary
The Administrative Assistant position exists to perform a variety of administrative, clerical and support responsibilities to ensure the delivery and coordination of housing services to victims of domestic violence and their children. The nature of the work involves important administrative tasks that require attention to detail; the ability to proofread and check work upon completion; the exercise of mature judgement; and the ability to work with all organizational levels and the general public, both in person and on the phone. Additionally, position exists to uphold the YWCA of Palm Beach County as an expert in the area of domestic violence and to build partnerships, collaborations, and special initiatives to the promote ending violence against women and children and advocate for such throughout Palm Beach County.
Position Duties & Functions
- Receiving all incoming purchase orders, check requests and invoices for the YWCA Housing Initiatives
- Reviewing and maintaining expense logs for YWCA Housing Initiatives
- Ensuring staff are following proper procedures within the submission of requisitions, receipts, etc.
- Maintains complex fiscal and statistical records, ledgers and files and reports information correctly and concisely
- Ensuring staff are following proper procedures within the submission of requisitions, receipts, etc.
- Compile and distribute reports and department materials as needed
- Answers and routes incoming calls and refers callers to appropriate staff representatives for services or to schedule an appointment, meeting, or event
- Liaison to the Executive Team; serving as the organizations first point of contact, triage requests and correspondence, intercept and handle administrative tasks, monitor correspondence for sensitive and priority items, manage calendars, schedule and coordinate materials for the Executive team.
- Coordinating incoming and outgoing organization communications including phone calls, memos, e-mails, reports, proposals
- Create and manage Social Media content and ensure organization has an active social media presence as it pertains to promoting YWCA programs to the community
- All other duties as assigned
Skills & Abilities
- Must be proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Must demonstrate excellent office skills including computer and strong written communication abilities
- Must have excellent oral skills and attention to detail
- Must be prompt; timely and responsive to needs of fast-paced organization
- Must have excellent customer service skills including telephone and email etiquette
- Must be able to handle confidential information discretely
- Must be proficient in creating, and disseminating mass communications (eNews platforms such as Constant Contact, MailChimp, etc.)
- Is proactive, takes initiative and responds to inquiries and requests in a timely manner
- Exercises professionalism, good judgement and discretion
- Maintain a positive attitude and is comfortable engaging with vulnerable populations
- DCF Domestic Violence Program Core Competency and privilege status obtained within first 90 days.
Education
- High School diploma or equivalent required; Associates degree or certification preferred
Experience
- Minimum 2-3 years related experience in administrative support or similar role required
- Previous nonprofit experience required
- Must have a valid driver’s license
SPECIAL REQUIREMENTS AND PHYSICAL DEMANDS:
- Ability to exert physical effort which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds), bending, stooping, stretching, squatting, and sitting.
- Minimal travel required in the Palm Beach County area
Starting Salary Range: $30,000 – $35,000 per year
