The Administrative Assistant is responsible for the overall management of administrative, clerical and operational functioning of the Unaccompanied Minor’s program.
Answer and receive all incoming calls and correspondence in a prompt and friendly manner, directing calls to appropriate parties and taking messages. Assist with collection, maintenance, and submission of data for monthly, quarterly, and annual reports to Program Director, appropriate parties at national headquarters and Office of Refugee Resettlement (ORR).
Assist the Executive Assistant with process and maintenance of all program personnel records including training records at programs.
Review monthly financials, under the direction of the Program Director, to ensure compliance with operations and contract requirements. Adhere to negotiated annual budget and spending requirements including petty cash and stipend accounts.
Assist with overall supervision and monitoring of purchases to maintain inventory control of office, household, educational, youth, and kitchen supplies.
Assist with monitoring of program facility and vehicle maintenance to maintain a safe, clean and hazard-free environment.
Assist the Program Director in monitoring and maintaining compliance with organization, licensing, and funding source for all program departments.
Attend all organizational required trainings.
Attend all departmental and program meetings to ensure that up-to-date information is received and/or information of policy changes or practice are adhered to.
Must assist in the evacuation of youth as needed due to inclement weather conditions, natural disasters, or other unforeseen occurrences.
Travel as needed for trainings, conferences or to transport youth to destinations located within the U.S.
Maintain a safe, clean and hazard-free work area.
Develop and maintain productive relations with local, state, and federal contacts.
Able to react to change productively and handle other essential tasks as assigned.
Qualifications and Requirements:
High School diploma or equivalent, with at least 1 year secretarial/clerical/administrative experience preferred.
Computer literate with working knowledge of Microsoft Windows (Microsoft Word, Excel), variety of online database systems.
Required to work a flexible schedule to facilitate program services.
Cleared Tuberculosis test results.
Cleared background check from appropriate entity.
Bilingual. (English / Spanish)
Cleared drug test results (Texas programs only).
Must be at least 21 years of age at the time of hire.
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Southwest Key Programs is an Equal Employment Opportunity Employer. The Southwest Key Programs provides equal employment opportunities to all qualified applicants without regard to race, sex, sexual orientation, gender identity, national origin, color, age, religion, protected veteran or disability status, or genetic information.