Administrative Associate

Community Development C•Melville, NY

8d•$48,000 - $50,000

About The Position

The Administrative Associate supports the daily operations of the Rental Assistance Program by providing administrative, clerical, and customer service support to program staff, participants, landlords, and community partners. This position is responsible for ensuring participant files are complete and accurately maintained, coordinating communications, processing incoming documentation, and supporting compliance with program requirements. The Administrative Associate plays a critical role in maintaining efficient program operations while delivering professional, courteous service and safeguarding confidential information.

Requirements

High school diploma or equivalent required.
1-3 years of administrative or clerical experience, preferably within affordable housing, rental assistance, hospital networks, social services, or a nonprofit organization.
Knowledge of general office procedures and administrative best practices.
Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
Excellent written, verbal, and interpersonal communication skills.
Strong attention to detail and accuracy when reviewing documentation and entering data.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and database management systems.
Ability to provide exceptional customer service while interacting with participants, landlords, and community partners from diverse backgrounds.
Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.

Nice To Haves

Associate's degree in Business Administration, Public Administration, Office Administration, or a related field preferred.
Experience working with case management or housing software, including Elite, Salesforce or similar database systems, is preferred.
Bilingual proficiency in English and Spanish is preferred.

Responsibilities

Open, sort, scan, and distribute incoming mail and program correspondence.
Draft, prepare, and distribute participant and landlord communications, including letters, notices, and other program-related correspondence.
Conduct initial reviews of participant applications and supporting documentation to ensure submissions are complete, accurate, and meet Rental Assistance Program requirements.
Contact participants, landlords, and third-party agencies by phone and email to obtain outstanding documentation and provide updates regarding application or recertification status.
Collect, organize, and perform preliminary reviews of required program documentation, ensuring timely follow-up on missing or incomplete information.
Enter, update, and maintain participant, landlord, and case information in Elite and other agency databases.
Maintain organized electronic case files in accordance with agency policies, program regulations, and record retention requirements.
Respond to participant and landlord inquiries, providing accurate information regarding program procedures, documentation requirements, and general program services.
Provide front desk and telephone coverage as needed by greeting visitors, directing inquiries, and assisting with general office operations.
Coordinate document routing and workflow to support timely processing of applications, recertifications, inspections, and other program activities.
Assist program staff with scheduling appointments, preparing reports, tracking outstanding documentation, and completing administrative projects.
Maintain confidentiality of participant records and ensure compliance with federal, state, local, and agency policies.
Perform other administrative duties as assigned to support the goals and objectives of the Rental Assistance Program.