Administrative Assistant - Rockaway in Queens, New York at Lantern Community Services Inc

Reports to: Shelter Director

Status: Full-time (some evenings)

FLSA Classification: Non-Exempt

Job Location: Far Rockaway, Queens

Hourly Range: $24.72 - $30.21

SUMMARY

We are seeking a professional, discreet, motivated, and organized Administrative Assistant to facilitate the efficient operation of our Rockaway Family Migrant Shelter. This position will be responsible for performing a variety of clerical and administrative tasks to optimize the operations' staff capacity to manage the shelter and provide program and staff support. The incumbent will have exceptional organizational and communication skills, adept at general office tasks, and have the ability to follow established administrative procedures and policies.

ESSENTIAL FUNCTION:

• Perform general administrative tasks
• Assists with maintaining office workflow by following established administrative procedures and policies that maximize the efficiency of shelter service
• Supports the proper organization and filing of all client and staff documentation to ensure compliance with contract and state and local regulations
• Assists with the distribution and posting of all required shelter information to ensure residents are well informed
• Assist in the scheduling of team meetings including Staff, Clinical, Housing, and Incident Review meetings; Assist with recording and distribution of meeting minutes.
• Assist in the scheduling and tracking of staff compliance with required training and certifications
• Assist in tracking shelter compliance with required documentation and reports
• Assist in the preparation of reports, documents, policies, procedures, inter-office communications, and letters as needed
• Attend and document meeting minutes and summaries, as assigned
• Oversee maintenance of shelter bulletin boards, posted materials, and required postings
• Assist in the inventory and ordering of office and program supplies.
• Assist with the processing and recording of check requests, petty cash, and Metro cards
• Assist with the upkeep of office equipment and management of contracts with equipment vendors
• Performs other duties as assigned

REQUIRED QUALIFICATIONS

• High school and/or GED diploma
• Minimum of two years of office management/admin experience
• Excellent computer skills and competence in Microsoft Office Programs (Word, Excel, PowerPoint)
• Strong writing, communication, and organizational skills
• Ability to work well under pressure and work a flexible schedule when necessary

Work Environment: This job operates in a homeless shelter and works with a population who may experience mental illness, substance use, disability, HIV/AIDS, and other chronic illnesses.

Physical Demands: While performing the duties of this job, the employee is regularly required to stand, walk, sit, stoop, climb stairs, and/ or kneel. Occasionally the employee will have to lift and/or move up to 10 pounds.

Note: Lantern Community Services provides equal employment opportunities to all employees and applicants for employment. Lantern Community Services (Lantern) values the diversity of all our clients, staff, Board of Directors, and partners. By bringing diverse individuals and viewpoints together, we create more vibrant, healthy, and just communities. Lantern welcomes individuals of all backgrounds and experiences regardless of race, ethnicity, national origin, color, sex, sexual orientation, gender identity or expression, age, marital status, political belief, pregnancy, religion, immigration status, veteran status, class, creed, mental or physical disability, and any other characteristic protected by federal, state, and local law.