Admin Assistant

Roles & Responsibilities

The Admin Assistant shall

· Work closely with the Centre Manager and Admin Team to support administration and operational process in areas of operations, assets management, transport coordination, billing and financials, facility and key management and other logistic support as required.

· Be responsible for the administrative duties related to Centralized Admin functions, which includes but are not limited to the coordination of means test processing via HOMES [ECDA Early Intervention Continuum (EIC) scheme, MSF Enabling Transport Subsidy (ETS), MSF Assistive Technology Fund (ATF], transport application and withdrawals, EIC transport fees, processing of approved financial assistance and subsidy deviations, ETS claims via SG Enable portal and management of client long absence on SSNet ES.

· Maintain accurate and timely client records on internal and external client management systems in accordance with the prevailing guidelines.

· Assist with muster audits and programme assurance checks.

· Organize, record keeping and storage of documents in hardcopy or softcopy format for the Centralized Admin team.

Primary Duties or Responsibilities

Database Management and Statistics:

• Ensure that clients' subsidy tier (including ECDA EIC scheme, ETS and ATF), financial assistance and subsidy deviation information, transport application and withdrawals, transport fee changes, approved financial assistance and subsidy deviations, client long absence records and approval outcomes on funding application for long absence are timely and accurately updated on relevant internal and external client data management systems.

· Provide support in the collation, organization and analysis of client and programme data.

Administrative duties related to operations, finance, audit and funding processes:

· Assist with reception duties, attend enquiries through phone calls, walk-in visitors, opening-closing of centre, daily attendance and temperature-taking duties for clients and collection of fees through NETS or contactless payment. Ensure accuracy and adherence to payment guidelines in accordance to finance/audit requirements.

· Manage Mean Test application & processing for ECDA EIC scheme, ETS and ATF on HOMES.

· Support EIC Operation/Admin Manager in Enabling Transport Subsidy (ETS) claims.

· Work closely with the transport vendor on transport coordination for clients and centre events. Collect and record transport forms and subsidy applications for clients

· Submit endorsed and verified fees and transport billing report to AWWA Finance.

· Coordinate with AWWA Finance on fees and transport billing matters including billing adjustments.

· Submit funding applications for long absences with valid justifications to funders via Form SG.

· Provide support in the preparation for annual audits and other assurance visits by funders.

· Adhere to workflows to ensure timely report submissions as required by management, funders and administrators.

· Maintain and protect confidential client records in accordance with prevailing guidelines.

· Ensure appropriate e-filing and record keeping through proper maintenance of records and annual archiving of documents in hardcopy or softcopy format.

· Provide the required administrative support (stock checks and replenishment, filing, photocopying, data entry on internal and external client data management systems, surveys, etc.) as and when required.

· Work with internal and external vendors (pest control, CCTV, etc.) to ensure facilities are well maintained with appropriate escalation and rectification where required. Maintain records of work, procurement, invoices, audits, etc. with follow-up where required.

· Support coordination of the center's emergency response briefings and fire drill exercises

· Assist with monitoring the upkeep, safety and hygiene of the centre through regular facility and environmental checks as required.

Other responsibilities:

· Contribute to continuous process improvement in EIC and Centralized Admin functions.

· Provide coverage of duties of Admin Executive when required.

· Any other duties as assigned by Reporting Officer, Centre Manager or AWWA Management.

Tell employers what skills you have

Microsoft Office
Microsoft Excel
Archiving
Continuous Process Improvement
Inventory
Data Management
Assurance
Assistive Technology
Administration
Data Entry
Accounting
Early Intervention
Audits
Administrative Support
Microsoft Word

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