Administrative Assistant, Kings Inn Family Shelter

CAMBA

Far Rockaway, Queens, NY, USA

Published: 6/14/2022

Full Time

Job Description

Who We Are: CAMBA is a community of staff, volunteers, clients, donors, neighbors and partners who work together to build an inclusive New York City, where all children and adults have access to the resources and supports, they need to thrive. We take a comprehensive approach by offering more than 180 integrated programs in: Education & Youth Development, Family Support, Job Training & Employment Support Services, Health, Housing, and Legal Services. We reach almost 80,000 individuals and families, including almost 13,000 youth. CAMBA serves a diverse cross section of New Yorkers from new mothers in Brownsville to job seekers in the Rockaways. More than half of our clients are immigrants and refugees from around the globe. Over 85% of our families are living in poverty, reflecting the challenges faced by nearly 1.7 million New Yorkers today.

CAMBA’s The Kings Inn Family Shelter is funded by New York City Department of Homeless Services and offers families a supportive, structured therapeutic, safe, and drug-free facility. It provides comprehensive case management services to 100 families who are in a transitional residence program for homeless families. The two story facility has rooms of various sizes, common areas and provides on-site security and social services.

Position: Administrative Assistant

Reports To: Assistant Program Manager

Location: 87-02 23rd Avenue, Queens, NY, 11369

What The Administrative Assistant Does:

Maintain professional relationships with clients and client confidentiality.
Practice Universal Precautions/Standard Protocol & Procedures.
Comply with any and all Federal, State, City and CAMBA security and privacy polices intended to protect the security and privacy of individually identifiable health information.
Greet visitors/clients, determine nature of business, and announce visitors to appropriate personnel.
Provide callers with answers to questions about the organization (i.e.-address, fax #, directions, etc.).
Compose, type and send general correspondence, memos, reports and marketing materials (via e-mails, faxing, interoffice mail, etc.).
Copy, collate and file correspondence and various documents weekly.
Organize and maintain filing system(s).
Coordinate and schedule meetings, conference calls, prepare agendas, reserve and prepare meeting rooms/facilities.
Record, type and distribute minutes of meetings.
Enter data into automated management information system.
Ensure all agency forms, staff directory, and profiles are updated weekly.
Ensure that fax and copy machines are in working condition.
Monitor, troubleshoot, and track all office equipment maintenance issues.
Schedule all office equipment repairs and servicing as needed.
Prepare, submit and track all MIS requests for assistance.
Post, monitor and secure information on all employee and/or client bulletin boards.
Collect and track employee time and attendance/vacation/comp-time and record into log.
Provide purchasing/procurement support (i.e.-reconcile purchase orders and invoices).
Order, receive, track, store and distribute office supplies.
Assist with the audit of all employees time and attendance data.
Deliver all employee time sheets to the fiscal department.
Coordinate and assign clients/staff mail boxes as needed.
Receive, sort, distribute, re-route client/former client/staff mail, and maintain client mail-log daily.
Prepare and post mail-list daily and inform supervisor of gaps in the posting schedule weekly.
Conduct mail pick ups and/or deliveries.
May facilitate, monitor and log client’s business phone usage.
May coordinate, plan and participate in special events.
May provide administrative support to upper management staff (EVP, SVP, VP, SPD, PD, APD, SPM, PM).
May arrange and coordinate travel schedules and reservations, and prepare travel vouchers.
May update appointment calendars.
Tasks may be modified, expanded and/or assigned over time.

Minimum Education/Experience Required:

Bachelor’s Degree (B.A.) in a related field.
Two years of relevant experience.

Other Requirements:

If off-site or school-based, may require: Dept. of Health, Dept. of Education fingerprint clearance; doctor's note certifying good health; proof of negative results from TB test; and State Central Registry (SCR) clearance.
If off-site or school-based, ability to maintain State Central Registry (SCR) clearance and fingerprint clearance throughout the duration of employment.
Bi-lingual English and Spanish.

Compensation: $38,000-$40,000 annually
When salary ranges are listed, the range would represent the low and high end for the applicable position & program. The salary offered would be based on various factors unique to each program and candidate. This includes but is not limited to experience, education, budget and/or program size, internal equity, skills and other factors that may be required for the position and organization.

Status: -Full-time (35 hours per week)
Benefits: CAMBA offers a comprehensive benefits package including health insurance, dental insurance, 403(b) retirement plan with employer match, paid time off (vacation, personal, and sick time), and paid holidays.

CAMBA is an Equal Opportunity Employer. We value a diverse workforce and inclusive workplace. People of color, people with disabilities, and lesbian, gay, bisexual, and transgender people are encouraged to apply. We consider all applicants without regard to race, color, religion, creed, gender, gender identity, gender expression, national origin, age, disability, socio-economic status, marital or veteran status, pregnancy status or sexual orientation.

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