Details: 22.64/hour. Fulltime
1501 N. 45th St
Job Summary: 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.
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.
Benefits include medical, dental, short-term and long-term disability insurance, basic life insurance, 401(k) savings plan including agency contribution and match, holiday pay, generous paid personal leave package and tax-sheltered health care and dependent care accounts.
Level of Language Proficiency
Minimum Education Required
How To Apply
To Apply: Applicants must complete the Solid Ground application form specific to this position. To find an application online, go to https://www.solid-ground.org/get-involved/careers/ then click on the Job Title for this position and complete the application. You may also leave a message on our job line at 206.694.6840 requesting a specific job application, or you may apply in person at 1501 North 45th Street in Seattle’s Wallingford neighborhood.