Oversee administrative operations to ensure our Broadview location runs efficiently for staff and residents.
The Administrative Specialist is responsible for the overall fiscal, contractual and administrative operations of the program at Broadview and provides assistance to the Program Manager. Broadview is a 24-hour facility providing emergency shelter (10 units), transitional housing (21 units) and support services to women, children and youth whose lives have been disrupted by family violence, substance abuse, inadequate medical and mental health care, long periods of family separation, child abuse and neglect and poverty. Support services include on-site crisis intervention, case management and advocacy-based counseling, legal advocacy, information and referral, and long-term stabilization services.
Essential Responsibilities, Duties & Tasks
30% – Contracts: Create separate budgets for each of the 16 government contracts and smaller grants and monitor spend down of each grant over the three separate fiscal years. Determine what are allowable costs for each grant and which cost needs to be allocated to private funds. Submit all monthly, quarterly and annual reports for all contracts. Act as liaison with contract monitors including: negotiating changes, making budget revisions and submitting contract amendments as necessary, coordinating on site visits and file reviews for each monitor.
20% – Data: Oversee data collection and input for all three separate databases at Broadview (HMIS, Infonet and Salesforce). Create individual accounts for each resident in all databases. Train staff as needed on using both collection of necessary data and inputting as needed. Pull reports from data bases to monitor progress and contract compliance. Communicate with funder concerning confidentiality and DV concerns and impacts on aggregate data for accurate reports. Input and track data for all staff training hours for the DSHS contract. Prepare monthly updates for managers from data bases. Participate in the agency data workgroup.
20% – Financial Responsibilities: Create and track program fee accounts and savings accounts for each transitional household. Submit all check requests for all three programs, monitor credit card spending for all five card holders, disperse and track all program assist vouchers and cash, disperse and track all business petty cash expenditures. Track and report for reduce bus fare program,
10% – Budget responsibilities: Prepare three separate annual budgets (BES, BTHP, and BBO) budgets totaling $1.6 million. Coordinate on a weekly basis with finance to ensure fiscal continuity between Broadview and the finance department.
5% – Personnel support: Develop timesheets files for all program staff-including inputting all contract allocations. Monitors spend downs and reallocate as necessary to insure contract compliance. Verify accuracy of timesheets before submission to payroll, review monthly leave balances, and investigate discrepancies and resolve. Edit, and update as needed, Broadview‘s policy and procedures manual. Establish and revise, as needed, administrative systems and procedures. Train and supervise volunteers and grave staff doing data input in the data bases. Answer the crisis line on an as needed back up for case managers.
5% – Coordination: Coordinate with director and Resource Development to write grant applications. Coordinate with vendors for maintenance and repairs (i.e. copiers, washing machines, phones etc.). Resolve any discrepancies with vendors concerning billing and warranty issues. Coordinate all incoming donations, coordinate with housekeeping to order supplies for all units including dishes linens, food, housewares, hygiene supplies and cleaning supplies for 350 residents. Coordinate with maintenance to order supplies for janitorial and repair. Coordinate with all program staff to order all office supplies and supplies for support groups.
5% – Work to foster an atmosphere of support and safety for residents, staff and volunteers. Help maintain order and security in the buildings and communicate/enforce program policies and procedures.
5% – Participate in program, department and agency meetings and relevant trainings as required.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.Full Job Description