Temporary Administrative Assistant (6 Months and Plus)

Position Description

Harlem United is seeking an Administrative Assistant to provide essential data entry support and coordination duties that ensure smooth program operations. Under the direction of the Managing Director, the candidate will be responsible for initiating and coordinating the program and administrative functions required for the effective functioning of the Harlem United - 330 West 95th Steet - Housing Program

Essential Job Functions

The following duties are mandatory requirements of the job:

Serve as Administrative Assistant with respect to all logistical matters affecting the 330 West 95th Steet Housing Program:

• Perform accurate and timely data entry of client information including, but not limited to, housing applications, entitlements status, moving dates, 2010e applications, and other related information specific to housing efforts.
• Accurately enter completed 2010e HRA applications into the NYC Coordinated Assessment and Placement System and other designated data system.
• Maintain organized digital document and physical records.
• Assist with preparation of weekly and monthly reports of program data using programs systems.
• Provide general administrative support to program staff including but not limited to data entry, organization of files, directing calls, outgoing correspondence, and other program activities.
• Collaberate with various internal and external departments to support efforts to secure entitlement and permanent housing.
• Assist in preparation of Case Management Supervision Logs – for Managing Director
• Participate in bi-weekly HRA meetings, as needed, to discuss program issues.
• Office supply ordering and inventory control
• Where needed, complete ordering for program inventory and apartment furnishing.
• Attend staff meetings as directed.
• Maintenance of all office equipment (i.e., copy and fax machines, printers)
• Petty Cash custodian of metro cards, gift cards, food cards
• Process check requests and follow up if needed.

Client Metro card ordering/reconciliation

Establish and maintain files, binders, and records for the 330 West 95th Steet - Housing Program

• Manage office expenses on expenditure spreadsheets, as directed.
• Maintaining programs’ files (contracts, vouchers, etc.)
• Update EI Care database (including entering of new clients into this system)
• Data Entry responsibilities
• Coordinate special projects as needed.
• Assist Managing Director and staff in Audit preparation.

Education and Certification

Bachelor’s Degree preferred and 2 years’ administrative experience, proficiency in Microsoft Applications, or 5-7 years of administrative experience and a High School Diploma.

Special Skills and Knowledge

In addition to the above-listed job responsibilities and educational requirements, the ideal candidate for this position possesses most or all the following:

• The candidate will have a commitment to quality work in a community-based organization environment (experience working in a congregate of shelter setting) with an ability to work independently and when needed, a willingness to work in a collaborative atmosphere.
• Superior organizational skills with the ability to problem solve.
• Ability to organize, prioritize and meet deadlines while working on several on-going projects simultaneously.
• High-energy, people-oriented, engaging individual with exceptional people skills capable of exemplifying the organization’s mission and collaborative culture.
• Demonstrated ability to communicate effectively with all levels of the organization, including senior executives as well as clients and community members.
• Exceptional written, verbal, organizational and people skills (including excellent telephone communication skills)
• Impeccable tact and discretion required in dealing with confidential information.
• Flexibility and willingness to work in situations of flux; ability to work in a fast turn-around environment.
• Ability to work independently with minimal supervision and exercise sound judgment in making decisions.
• Resourcefulness and ability to work proactively - thinking ahead on the calendar.
• Strong work ethic and willingness to take ownership for wide-ranging responsibilities.
• Knowledge of standard office practices and procedures to include ability to compose and format correspondence, business proposals, legal documents, and presentations.
• Extensive knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).