Program Assistant

Housing Works • Long Island City, NY

5d • Onsite

About The Position

The Program Assistant efficiently manages assigned duties at Special Population by handling clerical and administrative tasks. These include completing census reports, tracking internal work orders, generating reports, processing invoices, creating payment requests, and handling W9 forms to request new vendor codes. The role also performs other administrative tasks as assigned and maintains the confidentiality of clients’ personal and financial information, making it accessible only to authorized personnel.

The position conducts data entry to evaluate program performance metrics and supports organized, accurate, and timely recordkeeping and reporting. The Program Assistant works at the program site 100% of the time in a general office setting, which may involve noise, interruptions, and congested work areas. The position is part of a bargaining unit represented by the Retail Wholesale and Department Store Union (RWDSU).

Requirements

• High school degree or GED.
• At least three years of office experience.
• Experience with and proven commitment to working with low-income and marginalized communities, as well as individuals with multiple chronic medical and/or behavioral health conditions.
• Ability to maintain a high level of client confidentiality.
• Dependability and flexibility.
• Excellent internal and external customer service and interpersonal skills.
• Strong multitasking, organizational, and communication skills.
• Thorough knowledge of general office practices and procedures, and considerable knowledge of office recordkeeping and reporting practices and procedures.
• Knowledge of efficient use of office equipment, including personal computer systems.
• Knowledge of English, grammar, and composition.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Ability to type 40 words per minute.
• Ability to lift 20 pounds.

Nice To Haves

• Bachelor’s degree.

Responsibilities

• Conduct data entry to evaluate program performance metrics.
• Complete census reports and generate reports.
• Track internal work orders and manage organized records.
• Process invoices and create payment requests.
• Handle W9 forms to request new vendor codes.
• Maintain the confidentiality of clients’ personal and financial information and restrict access to authorized personnel.
• Develop and maintain an effective database for accountability of furnishings, supplies, and other equipment.
• Ensure Human Resources Department notices and documents are properly posted at City View Integrated Support Program.
• Organize meetings and take detailed minutes.
• Write and distribute email, correspondence memos, letters, faxes, and forms.
• Perform other administrative tasks as assigned.

Benefits

• Three healthcare plans to choose from; Housing Works covers most of the plan cost, with employees paying a portion based on salary.
• Accrual of paid time off begins immediately, with up to 30 days earned in the first year.
• Educational benefit available for tuition loan reimbursement, tuition costs, and textbooks.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED