Administrative Assistant- Clarkson Estates

CAMBA INC•New York, NY

3d•Onsite

About The Position

HomeBase is a CAMBA program that provides case management and essential services to individuals and families at risk in Brooklyn and Staten Island to prevent homelessness. Individuals and families receive services that help them overcome problems with public benefits, housing, education, health care, and other issues that could impede their ability to maintain stable households. The Administrative Assistant provides administrative and clerical support to ensure the smooth operations of all departments. This role involves answering and screening telephone calls, directing callers and voicemail messages, and assisting non-clerical staff with clerical tasks such as data collection and verification. The position requires maintaining professional relationships with clients and client confidentiality, adhering to security and privacy policies, and greeting clients in the waiting area. Responsibilities include composing and typing correspondence, copying, collating, filing, organizing filing systems, coordinating and scheduling meetings, recording and distributing minutes, entering data into management information systems, and ensuring agency forms and directories are updated. The role also involves maintaining office equipment, scheduling repairs, submitting MIS requests, posting information on bulletin boards, conducting client screenings, tracking office cell phones, collecting employee time and attendance data, providing purchasing support, ordering and distributing office supplies, assisting with audits of time and attendance data, delivering timesheets to Payroll, coordinating mailboxes, conducting mail pick-ups and deliveries, and potentially logging client phone usage, coordinating special events, providing administrative support to upper management, arranging travel, and updating appointment calendars. Tasks may be modified over time.

Requirements

High school diploma or G.E.D. and/or equivalent experience
Proficient experience using Microsoft Office software
Knowledge of databases
Ability to type 45 words per minute

Responsibilities

Provide administrative and clerical support to ensure the smooth operations of all departments
Answer and screen incoming telephone calls
Direct callers and general voicemail messages to the appropriate personnel
Assist non-clerical staff with clerical work (i.e., data collection and data verification)
Maintain professional relationships with clients and client confidentiality
Practice Universal Precautions/Standard Protocol & Procedures
Comply with Federal, State, City and CAMBA security and privacy policies
Greet and monitor clients in the waiting area
Provide callers with answers to questions about the organization
Compose, type and send general correspondence, memos, reports and marketing materials
Copy, collate and file correspondence and various documents weekly
Organize and maintain filing system(s)
Coordinate and schedule meetings, conference calls, prepare agendas, reserve and prepare meeting rooms/facilities
Record, type and distribute minutes of meetings
Enter data into automated management information system
Ensure all agency forms, staff directory, and profiles are updated weekly
Ensure that fax and copy machines are in working condition
Monitor, troubleshoot, and track all office equipment maintenance issues
Schedule all office equipment repairs and servicing as needed
Prepare, submit and track all MIS requests for assistance
Post, monitor and secure information on all employee and/or client bulletin boards
Conduct criteria screenings of potential clients
Direct clients and walk-ins to proper sign in-sheets when entering the office
Facilitate the tracking, distribution and maintenance of office cell phones
Collect and track employee time and attendance/vacation/comp-time and record into log
Provide purchasing/procurement support (i.e.-reconcile purchase orders and invoices)
Order, receive, track, store and distribute office supplies
Assist with the audit of all employees' time and attendance data
Deliver all employee time sheets to the Payroll department
Coordinate and assign staff mailboxes as needed
Conduct mail pick ups and/or deliveries
May facilitate, monitor and log client’s business phone usage
May coordinate, plan and participate in special events
May provide administrative support to upper management staff
May arrange and coordinate travel schedules and reservations, and prepare travel vouchers
May update appointment calendars