Administrative Assistant

Job Title: Admin Assistant ILS- Housing Counselor / Support Broker Services Department: Operations, ILS Reports To: ILS Manager Date: April 2026 Job Summary: Under the direction of the ILS Manager, the Administrative Assistant- ILS-Housing Counselor /Support Broker Services performs a variety of administrative duties to support Vista Care operations, employees, individuals served, and outside agencies.

They serve as the first point of contact for all customers.

The position helps customers by responding to questions related to the admission process, answering phone calls, responding to emails, and performing general clerical duties.

The Administrative Assistant operates in a professional office environment and routinely uses standard office equipment.

This frontline position is responsible for the provision and monitoring of the overall delivery of services to the clients of the Housing Counseling program in a manner that upholds Vista Care policies, Mission, Vision, and Values.

This position also performs various services as directed by the clients Housing Assessment.

This position may provide services to the extent they have been trained and deemed competent by the ILS Manager.

Finally, this position will be responsible for coordinating and administering policies and procedures appropriate to the Housing program in accordance with current federal, state, and local standards, guidelines, and regulations that govern the program as well as duties that may be directed by the ILS Manager.

Duties and Responsibilities: Assist the ILS Manager with updating portals with current vacancies at any of the Vista Care ILS locations Track all referrals and funder information on the Referral Tracker and consistently updates the referral tracker in a timely manner Schedule and complete assessments Assist the ILS Manager with completing admission paperwork and ensuring all paperwork is completed and stored in the appropriate electronic folder Answers multiple phone lines, emails, and greet in-person customers Maintains office equipment, phones, and supplies Responsible for scanning and storing documents Supports various departments during company training and meetings, including ordering and picking up meals/snacks, copying training/benefit packets as needed, etc.

Orders, prepares, and distributes company greeting cards, manages all mail, including trips to the post office.

Maintains company forms - electronic and paper.

Prepares office for daily operations, including but not limited to, cleaning counters and work area, emptying trash as needed, and completing supply inventory Additional administrative duties may include but are not limited to: Assist with onboarding activities Responsible for scanning training records and storing documents to appropriate electronic folders Assist with new hire orientation and the creation of training schedules, as needed Maintain regular office hours Coordinate and assists the Human Resources team with submission of certifica...