Administrative Assistant

Supervisor’s Title: Operations Manager

General Summary: The Administrative Assistant is responsible for creating a welcoming, professional, and supportive environment for all individuals who engage with Hope Harbor. This position serves as a primary point of contact for clients, donors, volunteers, community members, and visitors and requires a professional, kind, calm, and compassionate approach. The Administrative Assistant provides front-desk coverage, is a centralized administrative resource for Hope Harbor by providing clerical and administrative support across departments, assists clients with community resources and emergency services, supports donation management and food pantry operations, performs data entry and general office duties, and provides translation services when applicable.

Qualifications:

• Successfully complete all required background checks.

• Demonstrate effective verbal, written, and electronic communication skills.

• Demonstrate strong interpersonal and customer-service skills.

• Interact with clients in a professional, compassionate, respectful, and dignified manner.

• Demonstrate proficiency with Microsoft Office, including Word and Excel, and the ability to learn other required software and databases.

• Manage time effectively, prioritize tasks, and maintain an organized workflow.

• Demonstrate strong attention to detail and accuracy.

• Recognize problems, exercise sound judgment, and identify appropriate solutions.

• Maintain strict confidentiality regarding clients, donors, staff, volunteers, and organizational information.

• Demonstrate reliability, punctuality, and professional conduct.

• Work independently while contributing effectively as part of a team.

• Maintain professionalism in a busy, client-facing environment.

• Work effectively with staff, volunteers, donors, clients, and community partners.

• Demonstrate compassion, patience, and respect when working with individuals experiencing difficult circumstances.

• Maintain a working knowledge of Hope Harbor services and available community resources.

Previous office or administrative experience is preferred. Bilingual English and Spanish communication skills are preferred when applicable to the position.

Essential Duties and Responsibilities:

• Front Desk and Reception

  • Answer incoming telephone calls promptly, professionally, and courteously.

  • Evaluate calls and direct or transfer clients, community members, donors, and other callers to the appropriate staff member or resource.

  • Greet clients, donors, volunteers, visitors, and other guests in a welcoming and professional manner.

  • Accept donations, collect required donor information, and ensure donations are properly documented.

  • Sort and distribute incoming mail.

  • Monitor Service Center chores and assist in maintaining a clean, organized, and welcoming environment.

  • Monitor office supply inventory and order supplies as needed.

• Community Assistance and Client Services

  • Assist clients with accessing available emergency and community assistance services.

  • Distribute food boxes and other available resources, including transportation and fuel vouchers, identification and driver's license vouchers, hygiene products, diapers through Hope Harbor's partnership with the Nebraska Diaper Bank, seasonal items, and furniture and household goods as available.

  • Greet clients, identify their needs, and direct them to the appropriate staff member or community resource.

  • Assist clients with completing required applications and documentation.

  • Work collaboratively with staff to ensure clients receive timely and appropriate assistance.

• Food Pantry Operations

  • Order, receive, organize, stock, and distribute food pantry supplies.

  • Assemble food boxes according to program guidelines and client needs.

  • Maintain an organized and sanitary food pantry.

  • Monitor and record refrigerator and freezer temperatures daily.

  • Maintain accurate food pantry inventory and identify items requiring attention.

  • Communicate needed repairs, maintenance, supplies, or other concerns to the appropriate staff member.

  • Place food supply orders through the Heartland Food Bank and other approved food supply vendors.

  • Assist with maintaining compliance with applicable food safety and pantry procedures.

• Donations

  • Greet and assist donors in a professional and courteous manner.

  • Receive, sort, organize, and properly store donated items.

  • Obtain and document required information for donations.

  • Coordinate with appropriate staff regarding the organization, distribution, and disposition of donated items.

  • Deliver donations to the shelter or notify appropriate staff when donations are ready for pickup or distribution.

  • Assist the Finance Manager with entering monthly in-kind donations into the Bloomerang donor management system.

  • Assist with preparing and mailing donation receipts.

  • Maintain an organized donation area and ensure donated items are appropriately distributed.

• Data Entry and Administrative Support

  • Maintain accurate and up-to-date Community Assistance applications and client records.

  • Assist clients with completing Community Assistance applications.

  • Enter client information accurately and thoroughly into the Clarity HMIS database.

  • Enter information into Excel and other designated systems for reports and program tracking.

  • Enter client assessment information and maintain accurate records.

  • Enter and maintain volunteer hours and provide monthly volunteer-hour reports to the Operations Manager.

  • Enter donor and in-kind donation information into the Bloomerang donor management system.

  • Maintain and update mailing lists.

  • Assist with mailings, labels, correspondence, reports, and other general office tasks.

  • Update and print weekly resident education class rosters.

  • Assist staff with administrative projects and other assigned tasks.

• Translation and Language Services

  • Provide verbal and written Spanish translation services, if bilingual.

  • Assist clients with limited English proficiency in accessing Hope Harbor services and community resources.

  • Use approved translation resources or devices when additional language assistance is needed.

  • Assist with translating documents and other written materials, if bilingual.

  • Communicate client needs accurately and respectfully while maintaining confidentiality.

• Physical Requirements

  • This position requires the ability to lift up to 30 pounds and safely and efficiently navigate stairs while performing assigned responsibilities.

• Other Duties

  • Hope Harbor operates with a small, collaborative team, requiring staff to be flexible, highly organized, willing to assist across departments, and capable of independently managing multiple priorities. This position may be required to perform other duties and responsibilities as assigned by the Operations Manager or other authorized Hope Harbor leadership.