DEPARTMENT: Community Services
POSITION TITLE: COC Administrative Assistant
LOCATION: 277 Main Street, Greenfield
SUPERVISOR: Three County Continuum of Care Program Director
Provide general administrative support to the day-to-day operations of the Three County Continuum of Care Department and team members. Assist with a variety of routine tasks and special initiatives and projects.
- Become knowledgeable and remain current with the regulations and requirements of CoC funding, data & reporting, and Coordinated Entry system.
- Provide overall administrative assistance to the Program Director and other staff, writing letters/emails, making phone calls, coordinating schedules; supporting the overall organization of grant/grantee process and documentation; office organization.
- Assist in preparing for meetings, including sending meeting invites, and preparing documents and presentations; assist in meetings as prioritized by the Program Director.
- Provide general support to other members of the CoC staff team, as needed.
- Assist with overall data entry and efficiency for tracking various systems and lists within the CoC’s work.
- Serve as primary for ordering of supplies, completing vouchers and dissemination of communications.
- Serve as the primary for quarterly newsletter preparation, board reports and other reports and meeting notes as assigned.
- Organize and plan for Blog posts; social media presence; website events page updates.
- Receive, triage and respond to/forward for response incoming general office phone messages, emails and website inquiries.
- Assist in coordinating quarterly and annual events & special initiatives.
- Data entry and project billing support.
- Support written updates for CoC policies, charters, manuals, and other documentation.
- Assist in the organization, tracking and communications surrounding the annual NOFO competition and project monitoring.
- Work as a team with program staff to support, enhance, and promote communication and consistency in the delivery of services.
- When schedule requires remote work, expected to be available for meetings, calls, responding to emails, and conducting regular duties.
- May be required to travel regularly throughout the service area, to all Community Action sites and service locations, and occasionally out of the service area, including covering various locations (Greenfield, Northampton, and Pittsfield) and travel to various community partner locations, as assigned.
- Comply with agency and funders’ paperwork requirements and procedures.
- Attend all required team meetings, supervision, training and contractual meetings.
- Participate in professional development activities, supervision meetings, team meetings, mandatory agency trainings, and other relevant trainings.
- Maintain strictest confidentiality.
- Perform related work as required.
This does not cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities, and activities may be adjusted to meet the operational needs of the agency or program.
- High School Diploma or GED
- Two years’ experience in administration, data entry, office organization or other relevant experience.
- Additional appropriate education may be substituted for experience or Additional directly related experience may be substituted for education
- Knowledge of area agencies and resources, preferred.
- Expertise in the use of social media and creation of marketing materials, preferred.
- Lived Expertise of the experience of homelessness or representative of community who has experienced systematic marginalization, preferred.
- Individuals who are part of a population which has been systematically denied a full opportunity to participate in aspects of economic, social, and civic life. These communities include Black, Latino, and Indigenous and Native American persons, Asian Americans and Pacific Islanders, and other persons of color; lesbian, gay, bisexual, transgender, and queer (LGBTQ+) persons; persons with disabilities; and persons otherwise adversely affected by persistent poverty or inequality.
- Administrative, organizational skills; Familiarity with standard office procedures.
- Effective computer and writing skills; proficiency with all Microsoft Office products.
- Effective organization skills with attention to detail.
- Ability to communicate effectively with agency staff and the community, verbally and in writing.
- Ability to work independently in a team environment.
- Ability to be flexible and multi-task.
- Ability to prioritize tasks and manage time effectively.
- Ability to engage with integrity, transparency, and accountability
- Understanding of data capture and tracking methods.
- Effective understanding of the impacts of systemic racism, cultural and socioeconomic diversity, and oppressive systems on vulnerable populations.
- Sensitivity to cultural and socioeconomic diversity and the needs of individuals with low incomes.
PHYSICAL DEMANDS AND WORKING CONDITIONS
The physical demands and work environment described below is representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Requires sitting for long periods of time.
- Working in office environment.
- Frequent bending and stretching required.
- Extensive use of telephone required.
- Manual dexterity required for use of calculator and computer keyboard.
- Must be able to lift from 20 – 30 lbs.
- Specific vision abilities required by this job include vision, color vision and the ability to adjust focus.
- The work environment includes indoor office environments or comparable spaces, and community spaces, with occasional exposure to outdoor weather when traveling to outreach or meeting sites. The noise level varies by site.
Employment is contingent upon successful completion of Criminal Offender Record check (C.O.R.I.) prior to hire and every three years.