Social Services Program Assistant

PRATT AREA COMMUNITY COUNCIL INC•New York, NY

2d•$22 - $25•Onsite

About The Position

IMPACCT Brooklyn is seeking a proactive, detail-oriented Program Assistant to oversee the smooth operation of our office at 778 Myrtle Avenue. In this role, you will be the welcoming face of the office, greeting visitors, answering incoming calls, and managing office supply purchases while maintaining accurate inventory levels. You will also be responsible for producing management-level reports and efficiently supporting the administrative needs of our programs. The ideal candidate will have a solid background in office administration and proficiency in Microsoft Office applications, including Word and Excel.

Requirements

Associate Degree or an equivalent qualification.
Minimum 2 years of administrative or office support experience; social services or residential setting preferred
Experience working with chronically homeless individuals facing mental health and substance use challenges a plus
Strong ability to engage and establish rapport with clients.
Strong written and verbal communication skills, with the ability to interact professionally and compassionately with clients, colleagues, and vendors
Strong organizational skills, with the ability to prioritize multiple tasks, manage time effectively, and meet deadlines
Careful attention to detail to ensure accuracy in data entry, records, reports, and invoices
Discretion and sound judgment in handling confidential client and program information
Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint), with the ability to learn program databases and tracking systems
Fluency in the English language is required

Nice To Haves

Spanish-speaking ability is preferred.

Responsibilities

Greet visitors and clients warmly, manage phone calls, screen incoming inquiries, and direct clients to the appropriate staff or external resources.
Maintain the Case Manager Supervisor’s schedule; receive, compile, and securely maintain the Supervisor’s confidential documents, records, and reports
Submit monthly expense reports, tracking program budget against actual expenditures.
Collect and oversee staff schedules to ensure smooth operations.
Maintain and organize inventory, including office supplies, client incentives, and start-up kits; oversee equipment maintenance and liaise with technical support staff
Prepare, manage, and monitor vendor invoices for submission to the Finance Department.
Support the Case Manager Supervisor with outreach efforts, data input of potential clients, and tracking communications.
Perform general clerical duties, including computer data entry, tracking expenditures, filing, and organizing office records
Open and sort daily mail; compile and distribute department mailings
Maintain client literature, forms, and bulletin boards to ensure accessibility and compliance
Document notes from internal staff meetings for reference and action.
Assist in drafting correspondence, including resident requests such as work orders.
Ensure the confidentiality and integrity of all client information at all times.
Participate in job development training sessions as required throughout the year.
Provide additional support as needed to ensure successful team operations.
Perform any other duties assigned by the Case Manager Supervisor