Shelter Administrative Assistant: Records, Reception & Compliance

The Salvation Army; New York (NY); On-site; USD 38,000 - 46,000; Full time

Job summary

The Salvation Army is seeking an Administrative Assistant to provide comprehensive administrative support to the Program Director, Social Services Supervisor, and shelter staff. You will handle intake records, reporting, billing prep for DHS, and act as receptionist, answering calls and directing inquiries.

You will maintain census, attend board meetings, prepare memos and letters, and assist during audits. Strong organizational and communication skills are essential.

Qualifications

• High School Diploma or GED required.
• Experience using Microsoft Office Suite, database programs, data entry, and reception/managing multiple phone lines preferred.
• Good organizational skills, writing skills and communication skills are a must.

Responsibilities

• The Administrative Assistant reports directly to the Program Director for all administrative and secretarial functions.
• Keeps a daily and monthly resident record of intakes and discharges and vacancies and prepares corresponding reports for the Program Director.
• Prepares the monthly billing from DHS and all supporting documentation for the Director of Family Shelters.
• Takes resident referrals and distributes information appropriately.
• Ensures all closed cases have up-to-date notes and complete discharge information before placed in closed files.
• Updates census of residents and master list daily and distributes accordingly.
• Types letters, memos, requisitions, departmental meeting minutes and applications on request.
• Compiles monthly statistical reports (e.g., Audit Document, NSS-2 Report).
• Engages and assists city/state officials during audits.
• Assists Children’s Services Supervisor and Board of Education Liaison in tracking school attendance.
• Maintains a logbook on infractions, warnings, incidents, and unusual resident activity; maintains staff attendance log.
• Attends community board meetings and answers telephones professionally.
• May be required to work at other Salvation Army shelters at the Director’s discretion.

Skills

Organizational skills

Communication

Writing

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Database programs

Data entry

Job description

The Salvation Army is seeking an Administrative Assistant to provide comprehensive administrative support to the Program Director, Social Services Supervisor, and shelter staff. You will handle intake records, reporting, billing prep for DHS, and act as receptionist, answering calls and directing inquiries.

You will maintain census, attend board meetings, prepare memos and letters, and assist during audits. Strong organizational and communication skills are essential.