Temporary Administrative Assistant

Job Description

Job Description

Position Description

Under the direction of the Chief Strategy and Program Administrator and Vice President of Housing, as well as two Housing Managing Directors, the Administrative Assistant is responsible for coordinating the administrative functions consistent with the needs of the Housing Department, and other ongoing administrative functions at various Harlem United sites.

Essential Job Functions

The following duties are mandatory requirements of the job :

• Provides administrative support to HRA, NYNY and Veterans Housing.
• Maintains spreadsheets related to program performance, including rent collection, occupancy, and contracted service deliverables.
• Produces monthly rent statements for tenants and updates monthly rent logs.
• Generates payment requests for client utilities and Metro cards, as well as other program vendors, and maintains system for filing of back-up of all payment requests submitted.
• Maintains petty cash reserves at multiple sites, including New Broadway.
• Orders and reconciles gift cards and food cards.
• Orders office and program supplies (including furniture) and manages inventory control as needed.
• Manages HRA CAPS System, including coordination of one-shot deal submissions to HRA and needed follow-up, with the goal of recouping unpaid HRA funds due to Harlem United.
• Processes and follows-up with check processing and invoice status, including for New Broadway.
• Prepares expense reports and reimbursement forms for programs and other services.
• Responsible for data entry and maintaining quality information for program services utilizing funder required database(s) as well as e-I Care.
• Runs reports using eI-Care for Managing Directors.
• Participates in staff meetings and funder meetings as needed.
• Arranges, participates in, and takes minutes for Housing department meetings.
• Establishes and administers files, binders, and records.
• Assists Managing Directors and staff with audit preparation.
• Schedules and maintains calendar appointments and coordinates meetings.
• Professionally and effectively handles incoming phone calls and provides coverage at the front desk when needed.
• Performs duties as assigned including assisting with planning agency-wide events.

Education and Certification

Bachelor’s Degree and at least 3 years of administrative experience, proficiency in Microsoft applications.

Special Skills and Knowledge

In addition to the above-listed job responsibilities and educational requirements, the ideal candidate for this position possesses most or all of the following :

• The candidate will have a commitment to quality work in a community-based organization environment with an ability to work independently and a willingness to work in a team approach.
• Superior organizational skills and proven ability to problem solve.
• Ability to organize, prioritize, and meet deadlines while working on numerous ongoing projects simultaneously.
• High-energy, people-oriented, engaging individual with exceptional interpersonal skills capable of exemplifying the organization’s mission and collaborative culture.
• Demonstrated ability to communicate effectively with all levels of the organization, including senior executives as well as clients and other community members.
• Exceptional written, verbal, organizational, and interpersonal skills.
• Impeccable tact and discretion required in dealing with confidential information.
• Flexibility and willingness to work in situations of flux; ability to work in fast-paced environments.
• Resourcefulness and ability to work proactively; thinking ahead on the calendar.
• Strong work ethic and willingness to take ownership for wide-ranging responsibilities
• Good knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and familiarity with e-Share preferred.
7 days ago