Social Services Program Assistant

Pratt Area Community Council; New York (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

IMPACCT Brooklyn is seeking a proactive Program Assistant to oversee the smooth operation of the office at 778 Myrtle Avenue. You will greet visitors, answer calls, manage office supplies, and support program administration.

The role requires an Associate Degree and at least 2 years of office experience, with proficiency in Word and Excel to prepare management-level reports and coordinate with the Case Manager Supervisor.

Qualifications

• Associate Degree or an equivalent qualification.
• Minimum 2 years of administrative or office support experience; social services or residential setting preferred.
• Experience working with chronically homeless individuals facing mental health and substance use challenges is a plus.
• Strong ability to engage and establish rapport with clients.
• Strong written and verbal communication skills, with the ability to interact professionally and compassionately with clients, colleagues, and vendors.
• Strong organizational skills, with the ability to prioritize multiple tasks, manage time effectively, and meet deadlines.
• Discretion and sound judgment in handling confidential client and program information.
• Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint), with the ability to learn program databases and tracking systems.
• Fluency in the English language is required; Spanish-speaking ability is preferred.

Responsibilities

• Greet visitors and clients warmly, manage phone calls, screen incoming inquiries, and direct clients to the appropriate staff or external resources.
• Maintain the Case Manager Supervisor’s schedule; receive, compile, and securely maintain the Supervisor’s confidential documents, records, and reports.
• Submit monthly expense reports, tracking program budget against actual expenditures.
• Collect and oversee staff schedules to ensure smooth operations.
• Maintain and organize inventory, including office supplies, client incentives, and start-up kits; oversee equipment maintenance and liaise with technical support staff.
• Prepare, manage, and monitor vendor invoices for submission to the Finance Department.
• Support the Case Manager Supervisor with outreach efforts, data input of potential clients, and tracking communications.
• Perform general clerical duties, including computer data entry, tracking expenditures, filing, and organizing office records.
• Open and sort daily mail; compile and distribute department mailings.
• Maintain client literature, forms, and bulletin boards to ensure accessibility and compliance.
• Document notes from internal staff meetings for reference and action.
• Assist in drafting correspondence, including resident requests such as work orders.
• Ensure the confidentiality and integrity of all client information at all times.
• Participate in job development training sessions as required throughout the year.
• Provide additional support as needed to ensure successful team operations.
• Perform any other duties assigned by the Case Manager Supervisor.

Skills

Client rapport

Communication

Time management

Attention to detail

Education

Associate Degree or equivalent

Tools

Word

Excel

Outlook

PowerPoint

Job description

Position Summary

IMPACCT Brooklyn is seeking a proactive, detail-oriented Program Assistant to oversee the smooth operation of our office at 778 Myrtle Avenue. In this role, you will be the welcoming face of the office, greeting visitors, answering incoming calls, and managing office supply purchases while maintaining accurate inventory levels. You will also be responsible for producing management-level reports and efficiently supporting the administrative needs of our programs. The ideal candidate will have a solid background in office administration and proficiency in Microsoft Office applications, including Word and Excel.

Essential Duties and Responsibilities

• Greet visitors and clients warmly, manage phone calls, screen incoming inquiries, and direct clients to the appropriate staff or external resources.
• Maintain the Case Manager Supervisor’s schedule; receive, compile, and securely maintain the Supervisor’s confidential documents, records, and reports.
• Submit monthly expense reports, tracking program budget against actual expenditures.
• Collect and oversee staff schedules to ensure smooth operations.
• Maintain and organize inventory, including office supplies, client incentives, and start-up kits; oversee equipment maintenance and liaise with technical support staff.
• Prepare, manage, and monitor vendor invoices for submission to the Finance Department.
• Support the Case Manager Supervisor with outreach efforts, data input of potential clients, and tracking communications.
• Perform general clerical duties, including computer data entry, tracking expenditures, filing, and organizing office records.
• Open and sort daily mail; compile and distribute department mailings.
• Maintain client literature, forms, and bulletin boards to ensure accessibility and compliance.
• Document notes from internal staff meetings for reference and action.
• Assist in drafting correspondence, including resident requests such as work orders.
• Ensure the confidentiality and integrity of all client information at all times.
• Participate in job development training sessions as required throughout the year.
• Provide additional support as needed to ensure successful team operations.
• Perform any other duties assigned by the Case Manager Supervisor.

Skills & Competencies

• Associate Degree or an equivalent qualification.
• Minimum 2 years of administrative or office support experience; social services or residential setting preferred.
• Experience working with chronically homeless individuals facing mental health and substance use challenges is a plus.
• Strong ability to engage and establish rapport with clients.
• Strong written and verbal communication skills, with the ability to interact professionally and compassionately with clients, colleagues, and vendors.
• Strong organizational skills, with the ability to prioritize multiple tasks, manage time effectively, and meet deadlines.
• Careful attention to detail to ensure accuracy in data entry, records, reports, and invoices.
• Discretion and sound judgment in handling confidential client and program information.
• Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint), with the ability to learn program databases and tracking systems.
• Fluency in the English language is required; Spanish-speaking ability is preferred.

Physical Demands and Work Environment

This position is in a social services supportive housing environment, based on-site at a supportive housing building. The role involves a mix of administrative tasks and direct engagement with program participants, including formerly homeless individuals with mental illness, substance use disorders, and health conditions. The role requires the ability to sit or stand for long periods, occasionally lift up to 25 pounds, move around the building, and travel between IMPACCT Brooklyn sites. Reasonable accommodations are available for individuals with disabilities.

The work environment is an office within a residential supportive housing setting, with noise levels varying from moderate to high based on time and client activity. The employee will regularly interact face-to-face with clients, some potentially in crisis or exhibiting mental health or substance use behaviors, and must follow safety, de-escalation, and confidentiality protocols. Regular interactions with clients and staff promote a supportive, trauma-informed atmosphere, and flexible scheduling may be needed for programs or events.

Position Type and Expected Hours of Work

The days and hours of work are primarily Monday through Friday, 9:00 a.m. to 5:00 p.m. Occasional extended hours may be required.

Benefits

Competitive pay, paid time off including vacation, personal holidays, 403(b), 529 Plan, tuition reimbursement, Flexible Spending Account, medical insurance, Employee Assistance Program, and other fringe benefits.

FLSA and Employment Status

Non-exempt, full-time, 9 AM – 5 PM.

Equal Employment Opportunity Statement

IMPACCT Brooklyn is an equal opportunity employer and a drug-free workplace, and complies with applicable ADA regulations.

All applicants are considered for all positions without regard to race, religion, color, sex, gender, sexual orientation, pregnancy, age, national origin, ancestry, physical/mental disability, medical condition, military/veteran status, genetic information, marital status, ethnicity, alienage or any other protected classification, under applicable federal, state, and local laws.

Equal access to programs, services, and employment is available to all qualified persons.

Applicants requiring accommodations to complete the application and/or interview process should contact a management representative.