Administrative Operations Assistant

SERVICE AREA: Housing & Justice Related Services (HJRS)

DIVISION: HJRS/Forensic Services

JOB OVERVIEW:

Provides essential administrative and logistical support to ensure the smooth operation of daily office functions. This role is responsible for assisting with document preparation program administrative coverage and courier duties between Philadelphia designated sites. The ideal candidate is organized detail-oriented and capable of managing multiple priorities in a fast-paced environment

WORK ENVIRONMENT: Housing and Justice Related Services

Address: 1500 Market Street Philadelphia PA 19102

MISSION AND VISION:

PHMC works to create and sustain healthier communities through partnerships with government foundations businesses and community-based organizations. We envision a healthier community for all.

• Integrity We are committed to building and sustaining trust across our teams partners and funders
• Impact Our work is purposeful and rooted in a data-driven approach.
• Accountability We hold ourselves and each other responsible for getting things done effectively managing resources and achieving sustainable results.
• Inclusion & Collaboration We value and respect the inherent difference of all individuals strive to amplify those voices and experiences and are committed to working together to convene diverse perspectives talents and approaches to public health.
• Credibility We are a trusted resource that delivers innovative approaches and reliable services to the communities that depend on us.

RESPONSIBILITIES:

• Provide desk coverage at 1500 Market Street and designated HJRS offsite programs as needed.
• Offer backup support for HJRS administrative operations and offsite administrative assistants for CBOP and Norristown programs with responsibilities varying as required.
• Prepare and assemble evaluation packets for the 1500 Market Street office and the FIR Trailer.
• Review and enter evaluation documents on the Medical Records Submission Form to prepare for CRS verification by administrative operations leadership.
• Safeguard the confidentiality and security of sensitive records in alignment with PHMC policies.
• Carry out general office functions such as copying scanning filing delivering equipment to the service desk handling interoffice mail and package pickup/delivery and data entry.
• Assist with special projects such as archiving reporting and other administrative needs as assigned.
• Coordinate effectively with internal staff and external partners to ensure timely and accurate task completion.

Skills:

• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and meet deadlines.
• Proficient in Microsoft Office Suite (Word Excel Outlook).
• Ability to maintain confidentiality and handle sensitive information.
• Reliable transportation and willingness to travel between work sites (1500 Market Street Family Court FIR Trailer).

Experience:

• Previous clerical or administrative experience preferred.

Education Requirement:

High school diploma or equivalent required

PHMC is an Equal Opportunity and E-Verify Employer.