Administrative Assistant - Family Shelter DS

Brooklyn Community Services; New York (NY); On-site; USD 36,000 - 44,000; Full time

Job summary

Brooklyn Community Services (BCS) in New York operates family shelters and provides housing and supportive services to families experiencing homelessness. The Administrative Assistant – Family Shelter provides essential administrative and clerical support to the shelter leadership and operations, ensuring smooth day-to-day functions, accurate records, and timely interdepartmental communication.

This full-time role requires strong Microsoft Office and Google Workspace skills, confidentiality, and

Qualifications

• High school diploma required; associate’s or bachelor’s degree preferred.
• Minimum of two years of administrative or office support experience, preferably in nonprofit or human services setting.
• Proficiency in Microsoft Office Suite and Google Workspace. Strong organizational, written, and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Bilingual ability (Spanish or another language spoken in the community served) a plus; background check required.

Responsibilities

• Manage front office operations including phones, mail, filing, supplies, and visitor reception.
• Schedule and coordinate meetings, appointments, and room reservations for shelter leadership.
• Prepare correspondence, memos, reports, and presentations as requested.
• Maintain organized physical and electronic filing systems for program documents, personnel records, and compliance materials.
• Order, track, and maintain inventory of office and program supplies within approved budget limits.
• Enter and maintain data in shelter management systems including CARES and internal BCS databases.
• Track and organize documentation related to client intake, census, and program activities.
• Compile data and assist in the preparation of monthly, quarterly, and annual reports.
• Support timekeeping and payroll documentation processes in coordination with the HR department.

Skills

MS Office

Google Workspace

Organization

Communication

Confidentiality

Education

High school diploma

Associate/Bachelor preferred

Tools

CARES system

BCS databases

Job description

Administrative Assistant – Family Shelter

Division: Health, Housing and Homeless Solutions

Reports To: Program Director

Location: Family Shelter Site

Status/Hours: Full-time, Monday – Friday, 9:00 am – 5:00 pm

Salary Range: $40,000 - $40,000

Program Description

Brooklyn Community Services (BCS) operates family shelters providing safe, supportive, and dignified transitional housing for families with children experiencing homelessness. Our shelter programs are guided by a trauma-informed, strengths-based philosophy and offer a comprehensive continuum of services—including case management, housing placement, recreation, and supportive programming to help families achieve stability and permanent housing as quickly as possible. All shelter staff are expected to uphold BCS's commitment to equity, cultural humility, and client-centered care.

Position Overview

The Administrative Assistant provides comprehensive administrative and clerical support to the shelter's leadership team and operations. This role is a key point of organizational coordination, ensuring smooth day-to-day office functioning, accurate record maintenance, and timely communication across departments.

Key Responsibilities

Administrative and Office Support

• Manage front office operations including phones, mail, filing, supplies, and visitor reception.
• Schedule and coordinate meetings, appointments, and room reservations for shelter leadership.
• Prepare correspondence, memos, reports, and presentations as requested.
• Maintain organized physical and electronic filing systems for program documents, personnel records, and compliance materials.
• Order, track, and maintain inventory of office and program supplies within approved budget limits.

Data Entry and Recordkeeping

• Enter and maintain data in shelter management systems including CARES and internal BCS databases.
• Track and organize documentation related to client intake, census, and program activities.
• Compile data and assist in the preparation of monthly, quarterly, and annual reports.
• Support timekeeping and payroll documentation processes in coordination with the HR department.

General Support

• Assist Program Director and department heads with special projects and administrative tasks as needed.
• Serve as point of contact for interdepartmental communication and coordination.
• Greet and direct shelter visitors, vendors, and external partners professionally.
• Perform other duties as assigned.

Qualifications

• Education: High school diploma required; Associate's or Bachelor's degree preferred.
• Experience: Minimum of two years of administrative or office support experience, preferably in a nonprofit or human services setting.
• Skills: Proficiency in Microsoft Office Suite and Google Workspace. Strong organizational, written, and verbal communication skills. Ability to maintain confidentiality and exercise sound judgment.
• Other: Bilingual ability (Spanish or another language spoken in the community served) a plus. Candidates will be subject to a criminal background check in accordance with applicable law, including NYC Fair Chance Act requirements.

BCS is an Equal Opportunity Employer. Auxiliary aids and services are available upon request to individuals with disabilities.