Administrative Assistant, Kings Inn Family Shelter

Administrative Assistant

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.

The Administrative Assistant supports the Kings Inn Family Shelter by :

• Maintaining professional relationships with clients and client confidentiality.
• Practicing Universal Precautions / Standard Protocol & Procedures.
• Complying with any and all Federal, State, City and CAMBA security and privacy policies intended to protect the security and privacy of individually identifiable health information.
• Greeting visitors / clients, determining nature of business, and announcing visitors to appropriate personnel.
• Providing callers with answers to questions about the organization (i.e.-address, fax #, directions, etc.).
• Compos[ing], typing and sending general correspondence, memos, reports and marketing materials (via e-mails, faxing, interoffice mail, etc.).
• Copying, collating and filing correspondence and various documents weekly.
• Organizing and maintaining filing system(s).
• Coordinating and scheduling meetings, conference calls, preparing agendas, reserving and preparing meeting rooms / facilities.
• Recording, typing and distributing minutes of meetings.
• Entering data into automated management information system.
• Ensuring all agency forms, staff directory, and profiles are updated weekly.
• Ensuring that fax and copy machines are in working condition.
• Monitoring, troubleshooting, and tracking all office equipment maintenance issues.
• Scheduling all office equipment repairs and servicing as needed.
• Preparing, submitting and tracking all MIS requests for assistance.
• Posting, monitoring and securing information on all employee and / or client bulletin boards.
• Collecting and tracking employee time and attendance / vacation / comp-time and recording into log.
• Providing purchasing / procurement support (i.e.-reconcile purchase orders and invoices).
• Ordering, receiving, tracking, storing and distributing office supplies.
• Assisting with the audit of all employees time and attendance data.
• Delivering all employee time sheets to the fiscal department.
• Coordinating and assigning clients / staff mail boxes as needed.
• Receiving, sorting, distributing, re-routing client / former client / staff mail, and maintaining client mail-log daily.
• Preparing and posting mail-list daily and informing supervisor of gaps in the posting schedule weekly.
• Conducting 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 :

Other Requirements :

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.