Administrative Assistant

Community Housing Innovations, Inc.; New York (NY); On-site; USD 48,000 - 52,000; Full time

Benefits offered by this job

Paid time off

Health insurance

Dental and vision plans

401(k) retirement plan

Life insurance

Employee Assistance Program

Monthly trainings and career dev

Job summary

Community Housing Innovations, Inc. (CHI) in Rego Park, Queens, NY, seeks an Administrative Assistant to support the Program Director and staff. This role covers office coordination, supplies management, and clerical duties, with customer service to residents.

Proficiency in MS Word, PowerPoint, spreadsheets, and databases is essential to keep the office efficient. The candidate should have a High School Diploma or GED, 2+ years of experience, and strong communication.

Qualifications

• High School Diploma or GED required; Associate degree preferred.
• 2+ years of office administration experience required.
• Strong verbal and written communication; English proficiency required; Spanish a plus.
• Proficient in MS Office suite and basic database usage.

Responsibilities

• Office management and vendor coordination including supplies and inventory.
• Reporting and recordkeeping to DHS and CHI requirements; manage work orders in Yardi.
• Schedule interviews and assist with onboarding and orientation.
• Provide direct support to the Program Director and assist staff; ensure smooth operations.

Skills

MS Word

PowerPoint

MS Excel

Outlook

Communication

Organization

Customer service

Education

High School Diploma or GED

Associate degree in Business Administration

Tools

Yardi

MS Office

Job description

WHO IS CHI?

Community Housing Innovations (CHI) is a not-for-profit housing and human services organization that aims to support social and economic independence. Our vision is to end generational poverty and foster upward mobility by ensuring that all families and individuals live in quality housing, have a home of their own, and a job to support them. We believe quality, affordable housing is the foundation for prosperity, personal fulfillment, and success.

WHO IS CHI?

Community Housing Innovations (CHI) is a not-for-profit housing and human services organization that aims to support social and economic independence. Our vision is to end generational poverty and foster upward mobility by ensuring that all families and individuals live in quality housing, have a home of their own, and a job to support them. We believe quality, affordable housing is the foundation for prosperity, personal fulfillment, and success.

WHAT DOES CHI OFFER?

• Generous Paid time off
• Personal and Sick Days
• Health insurance and health reimbursement account
• Dental and vision plans
• Flexible spending account
• AFLAC supplemental insurance
• Dependent Care Spending Account
• Commuter Transit and Parking Account
• Working Advantage- Employee Perks
• 401(k) retirement plan
• Life insurance
• Employee Assistance Program
• Monthly trainings and career development plans

Job Summary

The Administrative Assistant provides direct support to the Program Director and indirect support to program staff. Responsibilities include basic office coordination and supplies and inventory management, secretarial and clerical duties, and customer service to facility residents. Previous experience as an Administrative Assistant is essential, with strong organizational and communication skills and dexterity in office software including MS Word and PowerPoint, email tools, spreadsheets, and databases. Ultimately, the Administrative Assistant should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations.

Pay: $24.04 an hour- approx. $50,004 annually.

FLSA: Non-exempt. Eligible for overtime.

Schedule: 9am-5pm Monday-Friday (off Saturday & Sunday).

Location: Rego Park Queens, NY

Job-related Duties – Essential Functions

These duties are essential and specific to the successful implementation of this position.

Office Management and Vendor Coordination

• Order program and office supplies and keep track of inventory.
• Assess and maintain equipment needs, including repairs and maintenance.
• Liaise with facility management vendors, including cleaning, etc.
• Plan in-house or off-site activities, celebrations, and conferences.
• Perform secretarial and clerical duties.
• Schedule meetings and appointments.

Reporting and Recordkeeping

• Record and report daily census to DHS and CHI administration.
• Maintain pertinent records for State, City and CHI requirements.
• Enter work order information into Yardi.
• Create work orders in Yardi, call out to field in emergency situations.
• Maintain invoices, billing statements, and purchase orders.
• Reconcile petty cash and submit monthly expense reports to administration.

Human Resource

• Schedule job interviews for specific NYC sites and assist other NYC sites as needed.
• Assist with updating spreadsheet in tracking applicant process.
• Assist with orientation for new hires including ensuring they have a workspace set up and needed supplies for their first day.

Qualifications

What do I need to apply?

Education and Experience: High School Diploma or GED required, Associates degree in Business Administration preferred. 2+ years of experience in office administration or project management is required.

• Communication- Excellent verbal and written communication skills. Proficiency in English required, multi-lingual and Spanish proficiency prioritized.
• Confidentiality: Strong sense of discretion and confidentiality required.
• Computer Skills: Intermediate level proficiency in MS Office (Word, Excel, PowerPoint, Access), Outlook. Ability to use a computer, fax, scanner, create/edit PDF’s and save electronic files. Ability to create and maintain Excel spreadsheets.
• Organization: Ability to create organized filing systems.
• Customer Service: Exceptional customer service skills and professional phone manner.
• Strong and evident belief in the mission and core values of Community Housing Innovations.
• Equal Employment Opportunity Employer (EEOE)

Community Housing Innovations, Inc. (CHI) provides equal employment opportunities to all employees and applicants, and prohibits discrimination on the basis of race, color, creed, religion, national origin, citizenship status, age, disability, sex, gender, gender identity or expression, sexual orientation, marital status, partnership status, veteran status, genetic information, or any other status protected by applicable federal, state, or local laws. This commitment applies to recruiting, hiring, placement, promotion, transfer, compensation, training, assignments, benefits, employee activities, termination, access to facilities, and programs, and all other terms and conditions of employment as well as general treatment during employment.