Administrative Assistant in Staten Island, New York at People s Path Inc

NOW HIRING: ADMINISTRATIVE ASSISTANT – SHELTER SERVICES
Organization: People’s Path Inc.
Job Title: Administrative Assistant – Shelter Services
Department: Administration / Shelter Operations
Employment Type: Full-Time
Location: Brooklyn/ Staten Island, NY
Reports To: CEO / Shelter Program Director/DSS/ Senior Program Leadership
About People’s Path Inc.
People’s Path Inc. is seeking a dependable, organized, and detail-oriented Administrative Assistant to support the daily operations of our shelter services program in Brooklyn, New York. The ideal candidate will have experience in office administration, recordkeeping, data entry, and compliance documentation, preferably within a shelter or social services environment.
Position Summary
The Administrative Assistant provides clerical and administrative support to shelter management and program staff. Responsibilities include maintaining records, preparing reports, entering data into required systems, coordinating communications, organizing documents, and assisting with administrative compliance to ensure efficient shelter operations.
Key Responsibilities
Administrative Support
• Provide daily administrative support to shelter management and staff.
• Prepare, organize, scan, copy, and file documents, reports, forms, and correspondence.
• Answer phone calls, respond to inquiries, and direct communications appropriately.
• Schedule meetings, maintain calendars, and assist with staff communications.
• Monitor office supplies and maintain an organized work environment.
Documentation and Compliance
• Enter, update, and maintain accurate information in CARES and other required systems, as applicable.
• Assist with organizing HOMES, CAPS, and CURRENT documentation and records as required by program procedures.
• Maintain confidential electronic and physical files.
• Review documents for completeness and accuracy.
• Assist with preparing reports, records, and supporting documentation for audits, inspections, and compliance reviews.
• Track deadlines and follow up on outstanding paperwork and required submissions.
Communication and Coordination
• Coordinate with shelter management, caseworkers, housing specialists, and administrative personnel.
• Communicate professionally with DSS, HRA, DHS, community partners, and other agencies as appropriate.
• Assist with staff meetings, training schedules, onboarding paperwork, and program activities.
• Receive visitors and direct them to the appropriate staff in accordance with shelter procedures.
Program and Office Support
• Assist with data entry, spreadsheets, inventory tracking, and administrative reports.
• Support quality assurance, recordkeeping, and general program operations.
• Maintain confidentiality and follow agency policies and procedures.
• Perform other administrative duties as assigned by the supervisor.
Required Qualifications
• Minimum of 5 years of administrative or clerical experience; shelter or social services experience.
• High school diploma or GED required; Associate’s degree preferred.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Strong computer, data entry, filing, and document management skills.
• Excellent communication, organizational, and problem-solving abilities.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Ability to handle confidential information with discretion and professionalism.
• Must meet applicable background screening and program-specific requirements.
• Experience working in a NYC homeless shelter or social services organization.
• Familiarity with CARES, HOMES, CAPS, CURRENT, and shelter documentation procedures.
• Knowledge of NYC shelter operations and compliance reporting.
• Familiarity with PASSPort and related administrative processes.
• Bilingual skills preferred.
Core Competencies
• Administrative organization and time management.
• Data entry and documentation accuracy.
• Communication and customer service.
• Confidentiality and professional ethics.
• Attention to detail.
• Teamwork and collaboration.
• Accountability and reliability.
People’s Path Inc. is an equal opportunity employer.
Join People’s Path Inc. and help support the team providing essential shelter services and pathways toward housing stability.