Job Details

Administrative Assistant-REUP215-Diversion Program

Job Category: Administrative Assistant Requisition Number: DIVER006980

PHMC serves as both a direct service provider to individuals, families, and communities across the region and an intermediary agent, managing large-scale contracts, government and philanthropic partnerships, and multidisciplinary initiatives that require operational sophistication, strategic leadership, and deep mission alignment.

Description

The Part-Time Administrative Assistant provides essential administrative and operational support to the REUP215 Diversion Program. This role focuses on maintaining accurate records, supporting data collection and reporting, assisting with financial and grant-related documentation, and ensuring compliance with program policies and confidentiality standards. The Administrative Assistant does not provide direct services to participants but plays a critical role in supporting the program's diversion and restorative justice objectives through strong administrative systems and coordination.

Responsibilities:

• Provide accurate, complete, and timely data entry, documentation, and administrative reports to the Program Supervisor and the Philadelphia District Attorney's Office (DAO).
• Support the monitoring and tracking of individualized diversion services to ensure required documentation is completed and maintained.
• Review REUP215 diversion program referrals for completeness and assist with determining eligibility in accordance with program guidelines.
• Ensure adherence to established program eligibility criteria and documentation requirements.
• Communicate regularly and effectively with the Program Supervisor, financial consultant, program staff, and support personnel regarding administrative requirements and program documentation.
• Maintain working knowledge of applicable city and state regulations related to juvenile justice, diversion, and restorative justice as they relate to administrative compliance.
• Maintain familiarity with grant requirements and ensure administrative processes align with funding guidelines.
• Complete, track, and maintain records for check requests, expense submissions, Expensify reports, and other program-related financial documentation.
• Ensure all client files are complete, accurate, up to date, and audit-ready.
• Uphold and enforce client confidentiality policies and procedures at all times.
• Monitor and assist in ensuring that financial transactions are properly documented and submitted on time.
• Maintain working knowledge of program policies and procedures and support compliance across administrative functions.

Skills:

• Excellent time management skills and attention to detail to attend to program target goals and to ensure timely documentation.
• Demonstrate flexibility in operating within different work and community settings.
• Ability to establish trusting and therapeutic relationships.
• Strong community outreach skills.
• Ability to obtain pertinent information.
• Ability to follow up linked to care and provide project referrals.
• Ability to travel between the surrounding Philadelphia communities.
• Ability to work evenings and/or weekends.
• Ability to build and maintain effective and professional working relationships.
• Culturally sensitive to the needs and diversities of multi?cultural communities.
• Strong interpersonal skills, respectful, and courteous nature.
• Driver's license preferred.

Experience:

A minimum of 2 years of administrative assistant experience (preferably in nonprofit, youth services, or government programs)

Education:

A high school diploma or a GED is required. Associate's or Bachelor's Degree (Preferred)

PHMC is an EOE and an E-Verify Employer.