Lantern Community Services

Job Title: Administrative Assistant

Reports to: Assistant Director, Shelter

Status: Full-time, some evenings

FLSA Classification: Non-Exempt

Job Location: Queens


SUMMARY

We are seeking a self-motivated and organized individual to function as the Administrative Assistant of a men's mental health and general population shelter in Queens. Qualifying candidates will have excellent organizational, communication skills as well as experience maintaining required documentation and reports. The Shelter Administrative Assistant will report to the Shelter Assistant Director and will assist with providing administrative and general support to the shelter that support program residents and staff.

ESSENTIAL FUNCTIONS

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

PREFERRED QUALIFICATIONS

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