Administrative Assistant, Homelessness Prevention Initiative HomeBase I

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 80000 individuals and families including almost 13000 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.

Program Overview

HomeBase- is a CAMBA program that provides case management and essential services to those at-risk individuals and families in Brooklyn and Staten Island to prevent homelessness. Individuals and families receive services that help them overcome problems with public benefits housing education health care and other issues that could impede their ability to maintain stable households.

Position: Administrative Assistant

Reports To: Program Manager

Location: 1117 Eastern Parkway

What The Administrative Assistant Does:

The person filling this position is expected under close supervision to:

(1) Provide administrative and clerical support to ensure the smooth operations of all departments; (2) answer and screen incoming telephone calls; (3) direct callers and general voicemail messages to the appropriate personnel; and (4) assist non-clerical staff with clerical work (i.e. data collection and data verification); including the following:

• 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 and monitor clients in the waiting area.
• 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.
• Conduct criteria screenings of potential clients.
• Direct clients and walk-ins to proper sign in-sheets when entering the office.
• Facilitate the tracking distribution and maintenance of office cell phones.
• 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 Payroll department.
• Coordinate and assign staff mailboxes as needed.
• Conduct mail pick ups and/or deliveries.
• May facilitate monitor and log clients 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:

• High school diploma or G.E.D. and/or equivalent experience.

Other Requirements:

• Proficient experience using Microsoft Office software and knowledge of databases.
• Ability to type 45 words per minute.

Compensation: $37080 - $41200 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 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.