Lantern Community Services
  • New York, NY, USA
  • Full Time

Job Title:                     Administrative Assistant

Reports to:                  Assistant Director, Shelter

Status:                         Full-time

FLSA Classification:  Non-Exempt  

Job Location:             Washington Heights, NYC

Date Created:             September 15, 2020

 

SUMMARY

We are seeking a professional, discreet, motivated and organized Administrative Assistant to facilitate the efficient operation of our women's shelter. This position will be responsible for performing a variety of clerical and administrative tasks to optimize the operations' staff capacity to manage the shelter and provide program and staff support. The incumbent will have exceptional organizational and communication skills, adept at general office tasks, and have the ability to follow established administrative procedures and policies.

 

ESSENTIAL FUNCTION:

  • Perform general administrative tasks
    • assists with maintaining office workflow by following established administrative procedures and policies that maximize the efficiency of shelter service
    • Supports the proper organization and filing of all client and staff documentation to ensure compliance with contract and state and local regulations
  • Assists with the distribution and posting of all required shelter information to ensure residents are well informed.
  • Assist in the scheduling of team meetings including Staff, Clinical, Housing, and Incident Review meetings; Assist with recording and distribution of meeting minutes.
  • Assist in the scheduling and tracking of staff compliance with required training and certifications.
  • Assist in the track of shelter compliance with required documentation and reports.
  • Assist in the preparation of reports, documents, policies, procedures, inter-office communications, and letters as needed.
  • Oversee maintenance of shelter bulletin boards, posted materials, and required postings.
  • Assist in the inventory and ordering of office and program supplies.
  • Assist with the processing and recording of check requests, petty cash, and Metrocards.
  • Assist with the upkeep of office equipment and management of contracts with equipment vendors.
  • Performs other duties as assigned.

 

REQUIRED QUALIFICATIONS

  • Associate's Degree
  • Minimum of one year of experience working in an administrative capacity 
  • Excellent computer skills and competence in Microsoft Office Programs (Word, Excel, PowerPoint)
  • Strong writing, communication, and organizational skills
  • Ability to work well under pressure and work a flexible schedule when necessary

 

PREFERRED QUALIFICATIONS

  • Bachelor's Degree
  • Bilingual (English/Spanish)
  • Experience with electronic case management systems
  • Knowledge of HIV/AIDS, mental health, substance abuse, and chronic homelessness

Work Environment:  This job operates in a homeless shelter and works with a population who may experience mental illness, substance use, disability, HIV/AIDS, and other chronic illnesses.

Lantern Community Services
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