ADMIN ASSISTANT
Company: Housing Options and Geriatric Association Resource
Location: Far Rockaway
Posted on: February 17, 2026
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Job Description:
Job Description Job Description ADMINISTRATIVE ASSISTANT The
Administrative Assistant provides comprehensive administrative and
clerical support to ensure the smooth and compliant operation of a
DHS long-term shelter. This position plays a key role in supporting
program leadership, maintaining accurate records, coordinating
reporting tasks, and assisting with the day-to-day functioning of
the shelter in alignment with DHS and internal agency requirements.
Key Responsibilities: 1. Procurement and Supply Management ·
Coordinate the purchase of office and program supplies or
equipment, maintaining documentation of all purchasing decisions. ·
Submit purchase orders, packing slips, and invoices to the fiscal
department promptly. · Track and reorder supplies to ensure common
areas and office spaces are adequately stocked. 2. Invoice and
Financial Documentation · Review vendor invoices for accuracy and
forward approved items to the fiscal department in a timely manner.
· Maintain and reconcile the office petty cash fund by processing
expense vouchers, reimbursing staff, and submitting monthly
reconciliations. 3. Inventory and Asset Management · Maintain a
monthly inventory log of all office equipment, furniture, and
program assets, including items purchased, transferred, discarded,
or traded. · Support compliance with audit and agency inventory
control standards. 4. Compliance and Training Documentation ·
Maintain accurate logs and files of staff training records,
certifications, fire drill logs, and other regulatory documents. ·
Ensure documentation is up to date and in compliance with DHS and
agency requirements. 5. Program Reporting and Data Support · Assist
with the collection, organization, and submission of internal and
external reporting data, including DHS-required reports. · Support
supervisors and directors with compiling and formatting data for
reports and proposals. 6. Administrative Support · Draft, copy,
fax, and file letters, memos, and agency-related documents. ·
Manage calendars, schedule appointments, and coordinate meeting
spaces for internal and external meetings. 7. Reception and Visitor
Management · Greet and direct visitors, vendors, and clients
professionally and ensure they are escorted or referred to
appropriate staff. · Maintain a welcoming and organized front
office and reception area. 8. Audit and Proposal Assistance ·
Assist in preparing documentation for audits, site reviews, and
contract renewals. · Help compile and format supporting materials
for grant or proposal submissions. 9. System Support – AWARDS and
CAIRS · Maintain and update client databases, including playing the
role of team superuser for HMIS platforms such as AWARDS and CAIRS.
· Troubleshoot and support staff with system navigation and data
entry. 10. Transportation and Document Delivery · As needed,
deliver or pick up documents to/from agency headquarters, DHS
offices, or other relevant locations. 11. Other Duties as Assigned
· Provide backup support to other administrative functions or site
needs as assigned by the Program Director or administrative
leadership. Qualifications: · High School Diploma or GED required;
Associate’s Degree preferred. · At least two (2) years of
administrative experience, preferably in a human services,
non-profit, or government-funded program. · Strong working
knowledge of Microsoft Office Suite (Excel, Word, PowerPoint). ·
Familiarity with or willingness to learn DHS data systems,
including AWARDS and CAIRS. · Knowledge of basic procurement
procedures and document control. · Excellent organizational and
time management skills. · Strong written and verbal communication
skills. · Professional demeanor, with the ability to interact
effectively with diverse populations, including clients, staff, and
external partners. · Ability to manage sensitive information with
discretion and maintain confidentiality at all times. · Valid New
York State Driver’s License preferred.
Keywords: Housing Options and Geriatric Association Resource, Stratford , ADMIN ASSISTANT, Administration, Clerical , Far Rockaway, Connecticut
