Social Services Program Assistant

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

Job summary

Pratt Area Community Council Inc. is seeking a proactive Program Assistant for IMPACCT Brooklyn, located at 778 Myrtle Avenue. You will greet visitors, answer calls, manage schedules, and support program administration with accurate records and reports.

The ideal candidate has an Associate Degree or equivalent, at least two years of admin experience, and proficiency with Microsoft Office. You will engage clients with professionalism and maintain confidential information daily.

Qualifications

• Associate degree or equivalent qualification.
• Minimum 2 years of administrative or office support experience.
• Experience in social services or residential setting preferred.
• Experience working with chronically homeless individuals a plus.
• Strong written and verbal communication; professional interaction with clients and vendors.
• Proficiency in Microsoft Office; ability to learn program databases and tracking systems.

Responsibilities

• Greet visitors, answer phones, screen inquiries, and direct clients to staff.
• Maintain Case Manager Supervisor’s schedule and confidential documents.
• Submit monthly expense reports; track budget vs actual expenditures.
• Collect and oversee staff schedules to ensure smooth operations.
• Maintain and organize inventory of office supplies and equipment; liaise with vendors.
• Process vendor invoices for submission to Finance Department.
• Support outreach and data input for potential clients; track communications.
• Perform general clerical duties including data entry, filing, and organizing records.
• Open and sort daily mail; compile and distribute department mailings.
• Maintain client literature, forms, and bulletin boards for accessibility.
• Document notes from staff meetings for reference and action.
• Assist in drafting correspondence, including resident work orders.
• Ensure confidentiality of all client information at all times.
• Participate in job development training sessions as required.

Skills

Administrative experience

MS Office

Communication skills

Client rapport

Data entry accuracy

Discretion/confidentiality

Bilingual English/Spanish

Education

Associate degree or equivalent

Tools

Microsoft Office Suite

Job description

Position SummaryIMPACCT 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 ResponsibilitiesGreet 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 reportsSubmit 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 staffPrepare, 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 recordsOpen and sort daily mail; compile and distribute department mailingsMaintain client literature, forms, and bulletin boards to ensure accessibility and complianceDocument 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 SupervisorSkills & CompetenciesAssociate Degree or an equivalent qualification.Minimum 2 years of administrative or office support experience; social services or residential setting preferredExperience working with chronically homeless individuals facing mental health and substance use challenges a plusStrong 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 vendorsStrong organizational skills, with the ability to prioritize multiple tasks, manage time effectively, and meet deadlinesCareful attention to detail to ensure accuracy in data entry, records, reports, and invoicesDiscretion and sound judgment in handling confidential client and program informationProficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint), with the ability to learn program databases and tracking systemsFluency in the English language is required; Spanish-speaking ability is preferred.Physical Demands and Work EnvironmentThis 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 WorkThe days and hours of work are primarily Monday through Friday, 9:00 a.m. to 5 p.m. Occasional extended hours may be required.BenefitsCompetitive 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 PMIMPACCT 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. By completing this application, you are seeking to join a team of hardworking professionals dedicated to consistently delivering outstanding service to our customers and contributing to the financial success of the organization, its clients, and its employees. 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.