Administrative Assistant — Family Shelter Operations

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

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