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Administrative Assistant, Flagstone Family Center

CAMBA's Flagstone Family Center provides comprehensive case management services to 160 families who are in a Tier II transitional residence program for homeless families.  The facility consists of eight (8) four (4) story walk up apartment buildings on the east and west sides of the street.  There will be two main entrances: one for the east side of the street and one for the west.  Each building contains 20 apartments of varying sizes, each fully self-contained.  ​


The Administrative Assistant is Expected to:​ Provide administrative and clerical support to ensure the smooth operations of shelter social services and other departments; (2) provide coverage/back-up for Receptionist (i.e., answer and screen incoming calls); (3) direct callers and general voicemail messages to the appropriate personnel; and (4) assist non-clerical staff with clerical work (i.e., data collection and data verification); including the following:

  • Greet visitors/clients, determine nature of business, and announce visitors to appropriate personnel.
  • Provide callers with answers to questions about the organization (i.e.-address, fax #, directions, etc.).
  • Compose, type and send general correspondence, memos, reports and marketing materials (via e-mails, faxing, interoffice mail, etc.).
  • Copy, collate and file correspondence and various documents weekly.
  • Organize and maintain filing system(s).
  • Coordinate and schedule meetings, conference calls, prepare agendas, reserve and prepare meeting rooms/facilities.
  • Record, type and distribute minutes of meetings.
  • Enter data into automated management information system.
  • Ensure all agency forms, staff directory, and profiles are updated weekly.
  • Ensure that fax and copy machines are in working condition.
  • Monitor, troubleshoot, and track all office equipment maintenance issues.
  • Schedule all office equipment repairs and servicing as needed.
  • Prepare, submit and track all MIS requests for assistance.
  • Post, monitor and secure information on all employee and/or client bulletin boards.
  • Collect and track employee time and attendance/vacation/comp-time and record into log.
  • Provide purchasing/procurement support (i.e.-reconcile purchase orders and invoices).
  • Order, receive, track, store and distribute office supplies.
  • Assist with the audit of all employees time and attendance data.
  • Deliver all employee time sheets to the fiscal department.
  • Coordinate and assign clients/staff mail boxes as needed.
  • Receive, sort, distribute, re-route client/former client/staff mail, and maintain client mail-log daily.
  • Prepare and post mail-list daily and inform supervisor of gaps in the posting schedule weekly.
  • Conduct mail pick ups and/or deliveries.



Minimum Education/Experience Required:

  • High school diploma or G.E.D. and/or equivalent experience.


Other Requirements:

  • Proficient experience using Microsoft Office software and knowledge of databases.
  • Ability to type 45 words per minute. 

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