Administrative Assistant - Family Shelter DS

Brooklyn Community Services•Brooklyn - Ocean Hill/Brownsville, NY

3d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative and clerical support to the leadership team and operations at a family shelter. The role helps coordinate organizational activities, maintain accurate records, and support timely communication across departments. Brooklyn Community Services operates family shelters that provide safe, supportive, and dignified transitional housing for families with children experiencing homelessness. Its programs use a trauma-informed, strengths-based approach and provide services including case management, housing placement, recreation, and supportive programming. Shelter staff are expected to uphold the organization’s commitment to equity, cultural humility, and client-centered care.

Requirements

High school diploma required.
At least two years of administrative or office support experience.
Proficiency in Microsoft Office Suite and Google Workspace.
Strong organizational, written, and verbal communication skills.
Ability to maintain confidentiality and exercise sound judgment.

Nice To Haves

Associate's or Bachelor's degree.
Administrative or office support experience in a nonprofit or human services setting.
Bilingual ability in Spanish or another language spoken in the community served.

Responsibilities

Manage front office operations, including phones, mail, filing, supplies, and visitor reception.
Schedule and coordinate meetings, appointments, and room reservations for shelter leadership.
Prepare correspondence, memos, reports, and presentations as requested.
Maintain organized physical and electronic filing systems for program documents, personnel records, and compliance materials.
Order, track, and maintain office and program supply inventory within approved budget limits.
Enter and maintain data in shelter management systems, including CARES and internal BCS databases.
Track and organize documentation related to client intake, census, and program activities.
Compile data and assist with monthly, quarterly, and annual reports.
Support timekeeping and payroll documentation processes in coordination with the HR department.
Assist the Program Director and department heads with special projects and administrative tasks.
Serve as a point of contact for interdepartmental communication and coordination.
Greet and direct shelter visitors, vendors, and external partners professionally.
Perform other duties as assigned.