Position: Administrative Assistant
Organization: Salem County Inter Agency Council of Human Services
Location: 98 Market Street Salem, NJ 08097
Contract Term: Permanent
Days: Monday – Friday, 7- hours per day, with start time flexibility. Occasional evening or weekend presence at community functions.
Hours: 35 hours per week
Rate: $40,000
Benefits: This employer does not provide health insurance. In lieu of health insurance, we provide a $3,000 health insurance waiver allocated bi-weekly within your paycheck after a 90 day probation period.
Report to: Executive Director
Organization Summary:
Salem County Inter Agency Council of Human Services (IAC) was founded in 1984 to administer federal and state human service and community planning grants.
A cornerstone of the county human service network, IAC facilitates communication, collaboration, and support for a thriving Salem County. IAC lives to participate in, involve, amplify, enrich, and strengthen the resiliency of Salem County communities and regional networks through locally driven solutionswhile administering state and federal human service planning contracts.
IAC convenes state representatives, county leaders, law enforcement, schools, health agencies, and other local service providers in meetings and collaborative work funded by various NJ State departments, the federal Housing and Urban Development (HUD) department, and private grantors. The local system needs we service predominately include homelessness; behavioral/mental health, disability, and substance use services for youth; youth at-risk of and involved in the juvenile justice system; the human services advisory council; and food insecurity and the local food ecosystem.
In addition to our foundation as an administrating agency of community planning, we also provide a direct assistance program for individuals and families experiencing homelessness. This is a federally funded transitional housing program known as the Leased Apartments Program.
Position Summary:
To perform clerical, telephone, secretarial, and scheduling duties for the IAC and work closely with the Executive Director and other staff as needed to help the agency with day to day.
Duties and Responsibilities:
- Answers emails and the telephone and directs inquiries to the appropriate staff person
- Receives calls and emails to conduct initial screenings for Leased Apartments Program during open periods for screening and referrals
- Participates in and self-directs ongoing training to be knowledgeable of resource network in Salem County in order to direct calls appropriately
- Assists in the development, maintenance, and updates of resource guides
- Assists with newsletters, social media pages, and other agency marketing
- Sends emails to distribution lists
- Manages the calendar invites and virtual meeting links for all agency programs using Google, Microsoft Teams, and Zoom
- Manages a schedule of reminders to networks about upcoming meetings and deadlines
- Manages agenda documents and prepares minutes for agency program meetings.
- Assist with food purchases and refreshments for in-person engagements.
- Assists with coordination of various, occasional in-person engagements, such as sign-ups, vendors, promotion, scheduling, etc.
- Issues out RFP notices and manages requests for RFPs
- Receives check requisition forms and writes and mails checks
- Collects and maintains records of vendor invoices for the YSC and JDAI after program coordinator has approved invoices.
- Makes bank deposits
- Manage renewals, payment schedule, and filing of agency’s insurances
- Prepares check and deposit selections for agency’s annual audits and program audits
- Manages filing system for checks written, deposits, credit card receipts, and uploads all records to Bookminders
- Basic filing across agency programs
- Assists with preparation of contract renewal documentation
- Orders supplies as needed.
- Stamps all incomes mail and logs all outgoing mail.
- Liaise with copy machine company, maintains cartridges and paper, performs copier readings
- Assists with the bi-weekly submission of timesheets for payroll
- Prepares new hire paperwork, new hire Gmail accounts, and new hire access to shared drive
- Assists with correspondence as needed.
- Performs other duties as assigned by Executive Director
Hard Skill Qualifications
· Associates Degree in Secretary Science plus two years experience in secretarial/administrative assistant work OR three years experience in lieu of degree. Bachelors degree in any field of study and examples of experiences demonstrating administrative competency.
· Competent in Microsoft Office including creating tables in Microsoft Word and intermediate skills in Microsoft Excel
· Competent in Zoom and Microsoft Teams
· Basic technical skills for posting and engaging on Facebook, Instagram, and LinkedIn on behalf of the organization. Experience with Constant Contact a plus.
· Local Knowledge of Salem County communities, populations, culture, and existing resource networks
Soft Skill Qualifications:
· Detail oriented and organized
· Loves to be organized and help a team be organized
· Strong time management
· Basic financial literacy skills
· Self-directed and motivated
· Responsible and reliable
· Written and verbal communication skills
· Enthusiasm for contributing to workplace mission
· Initiates creative ideas for improvements and driven to implement ideas
· Friendly and positive
Job Type: Full-time
Pay: $43,000.00 per year
Benefits:
Schedule:
People with a criminal record are encouraged to apply
Work Location: In person