Administrative Assistant, Homelessness Prevention Initiative HomeBase I

CAMBA; Brooklyn (NY); On-site; USD 35,000 - 45,000; Full time

Job summary

A community service organization in Brooklyn is seeking an Administrative Support role to manage office operations and assist staff effectively. Responsibilities include answering calls, maintaining client confidentiality, and organizing documents. The ideal candidate will provide thorough data support and ensure smooth communication within departments. This role requires attention to detail, strong organizational skills, and the ability to maintain professional relationships with clients. Experience in administrative tasks or in a similar role is preferred.

Responsibilities

• Provide administrative and clerical support for smooth departmental operations.
• Answer and screen incoming calls, directing them as necessary.
• Assist staff with clerical work like data collection and verification.
• Maintain confidentiality and professional relationships with clients.
• Follow security and privacy policies for health information.
• Greet and monitor clients in the waiting area.
• Compose and send correspondence, memos, and reports.
• Maintain filing systems and organize documents.
• Schedule meetings and prepare necessary materials.
• Enter data into management information systems.

Job description

Overview

HomeBase- is a CAMBA program that provides case management and essential services to at-risk individuals and families in Brooklyn and Staten Island to prevent homelessness. Individuals and families receive services that help them overcome problems with public benefits, housing, education, health care and other issues that could impede their ability to maintain stable households.

Responsibilities

• Provide administrative and clerical support to ensure the smooth operations of all departments.
• Answer and screen incoming telephone calls; direct callers and general voicemail messages to the appropriate personnel.
• Assist non-clerical staff with clerical work (data collection and data verification).
• Maintain professional relationships with clients and client confidentiality.
• Practice Universal Precautions/Standard Protocol & Procedures.
• Comply with Federal, State, City and CAMBA security and privacy policies intended to protect the security and privacy of individually identifiable health information.
• Greet and monitor clients in the waiting area.
• Provide callers with answers to questions about the organization (e.g., address, fax #, directions).
• Compose, type and send general correspondence, memos, reports and marketing materials (via e-mails, faxing, interoffice mail, etc.).
• Copy, collate and file correspondence and various documents weekly.
• Organize and maintain filing system(s).
• Coordinate and schedule meetings, conference calls; prepare agendas; reserve and prepare meeting rooms/facilities.
• Record, type and distribute minutes of meetings.
• Enter data into automated management information system.
• Ensure all agency forms, staff directory, and profiles are updated weekly.
• Ensure that fax and copy machines are in working condition.
• Monitor, troubleshoot, and track all office equipment maintenance issues.
• Schedule all office equipment repairs and servicing as needed.
• Prepare, submit and track all MIS requests for assistance.
• Post, monitor and secure information on all employee and/or client bulletin boards.
• Conduct criteria screenings of potential clients.
• Direct clients and walk-ins to proper sign in sheets when entering the office.
• Facilitate the tracking, distribution and maintenance of office cell phones.
• Collect and track employee time and attendance/vacation/comp-time and record into log.
• Provide purchasing/procurement support (e.g., reconcile purchase orders and invoices).
• Order, receive, track, store and distribute office supplies.
• Assist with the audit of all employees' time and attendance data.
• Deliver all employee time sheets to the Payroll department.
• Coordinate and assign staff mailboxes as needed.
• Conduct mail pick ups and/or deliveries.
• May facilitate, monitor and log client’s business phone usage.
• May coordinate, plan and participate in special events.
• May provide administrative support to upper management staff (EVP, SVP, VP, SPD, PD, APD, SPM, PM).
• May arrange and coordinate travel schedules and reservations, and prepare travel vouchers.
• May update appointment calendars.
• Tasks may be modified, expanded and/or assigned over time.

Qualifications

Note: The original description emphasizes responsibilities; no formal qualifications are listed. Please review and add specific qualifications as needed.