Administrative Assistant (MOC DG)

Intro/Program Description: Goddard is a partner within the Manhattan Outreach Consortium (MOC), a borough-wide initiative to provide outreach to the street homeless 365 days a year. The Downtown team serves lower Manhattan and collaborates with various community partners and healthcare agencies throughout Manhattan. The catchment area includes 23rd St and below, river to river.

Purpose of Position: The Downtown Outreach Team seeks a committed, compassionate, and highly organized individual to join a close-knit and diverse team. The candidate should enjoy working closely with others and work well independently. The Administrative Assistant will support the effective and efficient running of the program under the supervision of, and with direction from, the Program Director

Schedule: Monday to Friday, 9am-5pm

Salary Range: $38,828.17-$42,409.40

Candidates must have the required qualifications to be considered for the position. The salary offer will be based on the candidate’s number of years experience in the exact or comparable position and additional preferred qualifications will be taken into account.

Role, Responsibilities, and Essential Duties

1) Administrative and Office Management

• Respond to multiple phone calls at once, greet, and refer visitors and vendors
• Utilize walkie-talkie to communicate with on-site security guard
• Answer building intercom and dispatch clients appropriately, exercising patience and persistence when clients do not stand close enough to intercom to be heard well
• Enter weekly team schedule in shared outlook calendar
• Review, code, and submit all invoices utilizing fiscal program (Intacct) correctly, while also completing other responsibilities
• Oversight of all supplies, office equipment and program supplies; having full knowledge of all office equipment including telephone system, computers, fax machine and printers; report and follow up on any repairs needed.
• Ensure all incoming mail is delivered to appropriate staff daily and all outgoing mail is properly posted and sent out
• Ensure program site organization and cleanliness
• Weekly inventory of office and client supplies, ordering needed supplies weekly and putting them away in an orderly and timely manner

2) Reporting/Files

• Close out client charts and ensure they are stored properly
• Data Collection: complete 1-year post placement verification for former clients, make hospital calls, enter community board information for clients in internal database
• Access and review databases to compile reports
• Other duties as required to ensure the overall operation of the program

Qualifications/Educational Requirements

• High School diploma or GED required; AA/BA preferred
• Proficiency in Spanish and English preferred

Skills, Knowledge and Abilities

• Understanding of housing first and other harm reduction models
• Ability to maintain calm, professional, welcoming demeanor with a challenging population
• Ability to multitask
• Strong interpersonal skills
• Strong organizational skills, systems oriented
• Strong written and verbal skills
• Team player

Computer Skills: To perform this job successfully, an individual should be:

• Proficient in Microsoft Office, including Excel
• Comfortable with frequent computer use
• Able to respond to email communication quickly in a fast-paced environment
• Experience with, or ability to learn, computer databases such as Streetsmart, MOCapp, CARES, Paycom and Intacct

Physical Requirements

• Frequent walking and standing
• Ability to lift up to 30 lbs

Work Environment

• Indoors

We are committed to building an inclusive workplace community grounded in respect for differences. We support hiring a broadly diverse team of qualified individuals who will contribute to our organizations.

Goddard Riverside and Isaacs Center provide equal employment opportunities to employees and applicants for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or any other characteristic protected by federal, state, or local law.

The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of this position and title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job related task other than those specifically presented in this description. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.