Administrative Assistant (Ellington)

About the role

The Administrative Assistant provides administrative and clerical support to the program and assists administrative staff to facilitate the efficient operation of the program. This individual often serves as the first point of contact and must demonstrate exceptional telephone manners, strong interpersonal skills, and a positive attitude. The position is based at our Harlem location in New York City.

Responsibilities

• Perform all clerical duties including typing, filing, calendar maintenance, meeting/interview scheduling, and telephone communications.
• Use the Department of Homeless Services (DHS) Client Assistance and Re-housing Enterprise System (CARES) to complete Facility Bed Management, client admissions, discharges, and transfer discharges.
• Assist with Facility Billing, Audits, Reconciliation, and other tasks using the DHS CARES System.
• Prepare and complete reports as needed.
• Maintain a current and up-to-date filing system for the program.
• Track daily school attendance with the assistance of the Department of Education Representative.
• Order supplies and track their distribution.
• Assume additional responsibilities as requested by the Program Director or management team.
• Coordinate with other Administrative Support staff to ensure smooth unit operations, including telephone reception, data entry, and photocopying.
• Perform highly confidential and sensitive support tasks.
• Facilitate effective communication within an interdisciplinary context, participate in staff meetings, and contribute to policy and procedure development.
• Participate in training and staff-development activities to maintain necessary skills.
• Perform other duties as assigned.

Requirements

• High School Graduate and/or G.E.D. required.
• Minimum of two (2) years of experience with secretarial/clerical responsibilities.
• Bilingual language skills strongly preferred.
• Ability to type accurately at 50 words per minute; Word Processing at 200 strokes per minute.
• Good judgment and discretion in handling confidential information.
• Detail-oriented, highly organized, and able to work independently.
• Strong follow-up skills and ability to manage multiple shifting priorities.
• Excellent project management, time management, and presentation skills.
• Excellent oral and written communication skills with strong interpersonal abilities.
• Proficient in MS Office, Outlook, Excel (intermediate to advanced level), PowerPoint, and Adobe.
• May be required to work long hours and a varied schedule.
• Travel throughout various locations in the New York City area.
• Ability to lift and move objects weighing up to 30 pounds several times a week.