Administrative Assistant

Organization: People USA

Job Title: Administrative Assistant

Location: Kingston, NY

Work Schedule: 20 hours per week, flexible weekdays

Pay Rate: $19.00 per hour

Job Summary:

The Administrative Assistant provides general administrative and housing program support for the Kingston office staff. This position assists housing coordinators with participant paperwork, rent processing, reporting, and compliance and other office staff with general clerical support. The Administrative Assistant uses their own lived experience with mental health, substance use, or housing instability to bring empathy and peer perspective to the role, while also helping the housing team and Ulster County staff meet program standards through strong organizational systems.

Job Duties & Responsibilities:

• Conducts required screenings with participants and ensures results are documented accurately.
• Tracks screening schedules, due dates and ensures timely completion of assessmentSupports housing coordinators and Director of Housing with finalization of participant paperwork, including lease agreements, rent requests, renewals, and subsidy documentation.
• Ensures receipts, ledgers, and subsidy records are accurate and up to date.
• Enters participant information into electronic records and maintains organized files.
• Assists with preparing reports for project funders and leadership.
• Provides participants with information on project processes and helps coordinate follow-ups as directed by staff.
• Answers and routes program calls, messages, and inquiries in a professional manner.
• Maintains organized systems for program documents, supplies, and schedules.
• Supports staff with administrative tasks to ensure smooth program operations.
• Shares lived experience in an appropriate and professional way to foster trust, connection, and participant engagement.
• Attends monthly meetings or funder meetings as required.
• Documents all screenings, rent collection activities, and program support activities in electronic record systems as requested.
• Other duties as assigned by supervisors.
  
  
  

Job Qualifications & Requirements:

• High School degree or equivalency
• Personal lived experience with mental health, substance use, or housing instability
• Bilingual English/Spanish preferred
• Strong organizational skills and attention to detail
• Proficiency with Microsoft Office Suite, Google Workspace, and electronic recordkeeping
• Must complete all required training assigned to staff in a timely manner
• Must work towards or possess the following: New York State Certified Peer Specialist (must be obtained within 6 months of hire)
  
  
  

Reports to - Assistant Exeutive Director of Wellness Services