Administrative Assistant

Project Renewal; New York (NY); On-site; USD 70,000 - 76,000; Full time

Job summary

Project Renewal in New York City is seeking an Administrative Assistant to support program directors and staff within the Canopy House Women’s Shelter and Willow Tree supportive housing programs.

The role requires strong clerical skills, discretion, and the ability to handle personnel paperwork, petty cash, and payroll-related tasks using Paycom and Shelter Management System. Evening and weekend availability are requested to meet program needs.

Qualifications

• High School Diploma or GED with two years of clerical experience
• At least one year of experience working with homeless individuals or persons with mental illness or substance use disorders
• Strong communication and organizational skills

Responsibilities

• Provides administrative/secretarial support to Program Directors and VP of Programs and supervisory staff
• Processes petty cash reimbursements and credit card statements for VPs
• Manages Paycom system for shelter and housing staff including interns
• Handles all paperwork for personnel actions (new hires, separations, recruitment)
• Maintains filing system and organizes office records
• Performs other duties as assigned and is available evenings and weekends when needed
• Orders supplies and assists in inventorying deliveries

Skills

Communication

Organization

Interpersonal skills

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Dayforce

Paycom

Shelter Management System

Job description

Administrative Assistant

Project Renewal is a leading non-profit organization with the mission of building supportive communities where people achieve dignity and independence, renewing their lives with health, homes, and jobs. Our comprehensive and integrated 24/7 programs are designed to offer the holistic care our clients need. With a staff of 950+ and an annual budget of $140 million, Project Renewal is one of the larger social service nonprofits in New York City.

Programs: Canopy House Women’s Shelter & Willow Tree Supportive Housing

Salary: $70,000-$76,000

Program Description

Willow Tree Residence is a 130-unit congregate care supportive housing program located in East Midtown Manhattan. The facility is unique in that it is co-located with a women’s shelter that occupies the first 6 floors of a 21-story building and offers a street facing Article 28 clinic on the first floor dedicated to providing primary and behavioral health care services. Willow Tree provides 79 permanent, supportive housing units for chronically homeless single adults and/or adult families with a serious mental illness [SMI], a substance use disorder [SUD], or those who may have a co-occurring SMI and SUD. Candidates are referred through the Department of Homeless services [DHS]; however, the facility is funded by DOHMH. The remaining 51 units are “fair market” and reserved for affordable housing tenants, referred from the local community. Canopy House provides 171 emergency shelter beds for homeless women diagnosed with mental illness and/or substance use disorders. Our comprehensive services include case management, individual and group counseling, recreational activities, occupational therapy, mental health services and housing placement assistance. Canopy House is a unique facility in that it is co-located with a supportive housing program that occupies the top 15 floors of the building and offers a street facing Article 28 clinic on the first floor dedicated to providing primary and behavioral health care services.

Overall Responsibilities

Under the direction of the facility’s Program Directors and Vice President of Programs, with some latitude for independent action, the Administrative Assistant is responsible for performing a myriad of administrative duties to assist the Director and VPs in the achievement of the goals and objectives of the program; performs related work.

Essential Duties

• Performs administrative/secretarial support to the Program Directors and VP of Programs as well as the supervisory staff of the maintenance, social services, and operations departments.


• Processes petty cash reimbursement


• Process credit card statements for VPs


• Manages the Paycom system for shelter and housing staff including interns


• Processes all paperwork for personnel actions, including new hires, separated staff, recruitment flyers, and related matters


• Organizes and maintains a proper filing system for the office


• Performs other duties as assigned by the Program Directors and/or Vice President of Programs.


• Available to work in the evenings and on weekends when necessary.


• Orders supplies, and assists in inventorying and tracking deliveries of supplies

Physical Activities

While performing the duties of this position, the Administrative Assistant must sit for extended periods of time at the computer and reach or squat to get records from the files.

Qualifications

A High School Diploma or GED equivalent with two (2) years of experience in clerical work with a minimum of one (1) year of experience working with homeless individuals or individuals who have been diagnosed with mental illness and/or suffering from a substance use disorder

Preferred Skills

• Communication: Excellent oral, writing, and listening skills are a must


• Organizational: The ability to work well within a highly pressurized, deadline environment, while meeting the short- and long-term mandates of the program


• Interpersonal: An ability to interface with all levels of staff and refrain from sharing confidential staff information with others


• Computer: Proficiency in Microsoft Office Suite, Dayforce, Paycom, Shelter Management System

Equal Employment Opportunity

Project Renewal is an equal opportunity employer. Its long-standing policy has been to embrace the equality of opportunity for all employees and applicants without regard to actual or perceived race, color, national origin, alienage or citizenship status, religion or creed, gender (see separately issued Gender Discrimination policy for more detail), physical or mental disability, age (18 and over), military status, arrest record, marital status, domestic partnership status, genetic information or predisposing genetic characteristic, sexual orientation, status as a victim or witness of domestic violence, sex offenses or stalking, unemployment status or any other basis protected by applicable federal, state and local laws.