Administrative Support Specialist

Coaching & Case Management

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Job Purpose

This position provides administrative support to our Holocaust survivor home care team and coordinates with vendors and outside providers. Candidates should exhibit excellent record keeping skills, communication with staff and providers and follow all grant guidelines.

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Duties and responsibilities

• Support the case management team in billing, document management, reporting and other administrative requests as outlined by the grant requirements, internal and external audit requirements and organizational policies.
• Assist Grant Manager in preparing Funder and Grant reports by gathering key information, monitoring data entry, manipulating data exports, combining and analyzing data.
• Work with Case Management and Accounting/Finance teams to track monthly spending against budget, quarterly expense reconciliation and organize documents to support financial transactions and client eligibility.
• Support home care team in keeping excellent records of account balances and usage of specific funding.
• Audit files regularly to ensure grant compliance and complete documentation.
• Monitor and document client invoices and supportive documentation as it relates to funding requirements.
• Maintain detailed, up-to-date, accurate, and well-written documentation for client files.
• Manage home care funds balancing the guidelines through our home care grant.
• Develop and maintain relationships with vendors and providers who we render services from for this grant.
• Maintain positive relationships with community partners, vendors and service providers.
• Maintain client confidentiality at all times, excellent record keeping skills.
• Proficiency in Outlook, Word and Excel. Also, the ability to effectively use tools like Zoom to facilitate virtual meetings as needed.
• Utilizing funders software to capture data, client eligibility records and reporting

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Qualifications

• Bachelor’s Degree in Social Work, Business, or Accounting preferred
• 1-2 years of experience in nonprofit setting is preferred
• Experience working in case management or within grant funding preferred
• Knowledge and ability to use office productivity software such as Microsoft Word, Excel, and Outlook
• Understand basic accounting and budgeting principles
• Intermediate Excel Skills: data cleanup and organization, pivot tables, xlookups, filtering and sorting etc.
• Knowledge and ability to use video conference tools such as Zoom
• Knowledge and ability to use document management software such as Adobe

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Working conditions

In performing the duties of this position, the employee must be able to have sufficient bodily mobility to accomplish essential functions of the job. Requires bending, stooping, stretching, and some lifting. Must have fine motor skills to perform typing and writing of reports, etc. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. This position requires a combination of being in the office as well as meeting clients in their home or at local care facilities.

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Physical requirements

Must be able to meet routine office physical demands including climbing stairs, carrying up to 20-pound objects and possessing the dexterity and vision to operate office computers and equipment.

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To apply, please send resume to: 

MORGAN ZERINGUE, MSW

Director of Program Services

mzeringue@alexanderjfs.org

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