Administrative Assistant Ii - Housing Dept.

This job was posted by https://joblink.maine.gov : For more information, please see: https://joblink.maine.gov/jobs/954411
Administrative Assistant II
Housing Services
Full-Time Position
Pay Range - \$16.27 - \$18.72
Coordinates paperwork and responds to inquiries from agency financial staff, funding sources, and vendors. Prepares accurate and timely reports and monthly billings, budget reconciliation, data base entry, provides clerical functions, purchases office supplies, and maintains inventory control systems.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Performs supportive office duties to Division Director, Operations Manager, and Program Mangers.
Inputs client data, services provided, and outcomes into agency data base (Empower).
Prepares client files for eligibility, work orders, and inspections.
Works directly with all agency division staff to determine eligibility for other division services.
Maintains client wait lists for services.
Notifies Program Manager of next available work to be completed.
Maintains audit ready client files.
Cross trains with other division Administrative Assistants to maintain efficiency of the division.
Maintains accurate and up-to-date vendor list and supporting proof of insurances and Workers Compensation
Implements and manages yearly vendor Request for Proposals and contracts for the division
Reconcile and balance month Accounts Payable and Accounts Receivables
Performs general bookkeeping including to, but not limited to, submitting billings, purchase orders, invoices, and receipts
Oversees requisition of supplies and inventory for division programs
Responds to inquiries from the public and other social service agencies
Purchase office supplies for the building, review inventory, track orders, unpack.
Maintain records and enter client data in HEAT software for Maine Housing.
Education/Skill Requirements
Obtain agency training as required by law and/or policy
High School Education or GED
2-year experience in accounting/finance
Must be able to pass background checks.