Comunilife Inc. is looking for an Administrative Assistant to support its congregate program in Manhattan, The Gramercy Residential Program. The Administrative Assistant is responsible for the office administrative functions of the congregate housing program including maintaining leases, client entitlements, answering telephones, rent collection, and completing reports as assigned. The Administrative Assistant develops, modifies, improves and implements procurement policies and procedures, orders office supplies, and prepares and maintains related program Office reports/records. Reports to Clinical Supervisor or Senior Program Director. This position is eligible for Comunilife's generous benefit and paid time off package.
Essential Duties:
- Prepares weekly occupancy and monthly reports, if necessary.
- Maintains meeting minutes: staff, security, community, morning meetings, etc.
- Screens all incoming calls and responds to routine inquiries.
- Establishes and maintains an organized filing system; recording all contracts, proposals program files, correspondence, documents, and reports.
- Attends regular scheduled staff meetings and in-service/outside trainings;
- Meets monthly for supervision with the Senior Program Director.
- Assists with the completion of lease renewals.
- Develops and distributes activity and staff schedules.
- Records, distributes and reconciles petty cash with Senior Program Director’s approval.
- Completes and submits payment requests for program and maintenance supplies; completes all purchase requisitions. Orders program supplies online with the approval of the Senior Program Director.
- Archives site agency forms (client sign in and out sheet, shift reports, incident reports, invoices, etc.)
- Uses a database to track client rent payments and arrears as requested by the Program Director.
- Operates computerized systems to enter, retrieve, review, or modify data; utilizing word processing, database, and software programs, including HASAWeb, AWARDS, Precoro, and GoCanvas.
- Oversees client and agency activities and events in coordination with the Senior Program Director and other departments.
- Performs all other duties as assigned.
Education and Experience Requirement(s)
- Bachelor’s Degree or High School Diploma/ GED with two years experience in the social service field.
- Must have some administrative, clerical and accounting experience.
- Must be computer literate including knowledge of Microsoft Word and Excel.
- Demonstrate excellent writing, verbal,interpersonal and organizational skills.
- Computer literate specifically with Microsoft applications required.
- Supportive, energetic, organized and dependable
- Familiarity with government procedures, fiscal functions helpful. Knowledge of HIV/AIDS, homeless related information and issues, a plus.
- Bilingual/Bicultural English/Spanish is preferred
Comunilife is an EEO employer and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Skills Required
- Bachelor's Degree or High School Diploma/GED with two years experience in the social service field.
- Administrative, clerical and accounting experience.
- Computer literate with Microsoft Word, Excel and other Microsoft applications.
- Experience using HASAWeb, AWARDS, Precoro, and GoCanvas.
- Excellent writing, verbal, interpersonal and organizational skills.
- Supportive, energetic, organized and dependable.
- Familiarity with government procedures and fiscal functions.
- Knowledge of HIV/AIDS and homeless-related information and issues.
- Bilingual/Bicultural English/Spanish.
What We Do
Comunilife's mission is to provide vulnerable communities with housing and culturally sensitive supportive services.
