Administrative Assistant

WHO IS CHI?

Community Housing Innovations (CHI) is a not-for-profit housing and human services organization that aims to support social and economic independence. Our vision is to end generational poverty and foster upward mobility by ensuring that all families and individuals live in quality housing, have a home of their own, and a job to support them. We believe quality, affordable housing is the foundation for prosperity, personal fulfillment, and success.

WHAT DOES CHI OFFER?

CHI employs a team of hard-working, compassionate people who want to give back to others in their community. We are proud to offer:

• Generous Paid time off
• Personal and Sick Days
• Health insurance and health reimbursement account
• Dental and vision plans
• Flexible spending account
• AFLAC supplemental insurance
• Dependent Care Spending Account
• Commuter Transit and Parking Account
• Working Advantage- Employee Perks
• 401(k) retirement plan
• Life insurance
• Employee Assistance Program
• Monthly trainings and career development plans

JOB SUMMARY

The Administrative Assistant provides direct support to the Program Director and indirect support to program staff. Responsibilities include administrative management of census reporting and daily logs, basic office coordination and supplies and inventory management, secretarial and clerical duties, and customer service to facility residents. Previous experience as an Administrative Assistant is essential, with strong organizational and communication skills and dexterity in office software including MS Word and PowerPoint, email tools, spreadsheets, and databases. Ultimately, the Administrative Assistant should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations.

Pay: $38,000.-$43,000.

FLSA: Non-exempt. Eligible for overtime.

Schedule: Monday - Friday 9am-5pm.

Location: Eastchester neighborhood Bronx, NY

JOB-RELATED DUTIES ESSENTIAL FUNCTIONS

These duties are essential and specific to the successful implementation of this position.

Reporting and Recordkeeping

• Record and report daily census to Program Director.
• Maintain pertinent records for State, City and CHI requirements.
• Maintain invoices, billing statements, and purchase orders.
• Reconcile petty cash and submit monthly expense reports to CHI administration.

Office Management and Administrative Support

• Order program and office supplies and keep track of inventory.
• Organize in-house or off-site activities, celebrations, and conferences as directed.
• Perform secretarial and clerical duties.
• Coordinate and schedule meetings and appointments for management team with external parties.
• Perform other duties as assigned by Program Director.

ENTRY LEVEL QUALIFICATIONS AND REQUIREMENTS

• Education: Associate Degree in Business Administration or a related field. Five years of experience as an administrative/program assistant or project manager can replace education requirement.
• Experience: 2 + Years experience in office administration or project management.
• Confidentiality: Strong sense of discretion and confidentiality required.

SECTION 2: JOB-RELATED DUTIES ALL STAFF

• Attendance and Punctuality: Punctual and regular attendance.
• Attitude and Courtesy: Is respectful and courteous to others, practices ability to cooperate. Is attentive to the concerns, ideas, and issues expressed by others. Shows consideration for and values the opinions of clients, other staff, and the general public.
• Communication: Uses appropriate internal and external, written, and verbal communication skills.
• Confidentiality: Can be relied upon to maintain customer and agency confidentiality.
• Creativity and Innovation: Proposes creative ideas and seeks out better methods.
• Decision-making Skills: Demonstrates proper judgment and decision-making skills. Secures relevant information, appropriately identifies causes of problems, and takes or recommends appropriate course of action.
• Flexibility: Demonstrates a willingness to follow instructions and to perform duties outside of normal realm of his/her job description as requested by his or her supervisor. Accept flexible work schedules and assignments as appropriate to meet the needs of the agency, its customers, and clients.
• Fiscal Responsibility: Is careful with agency resources. Use materials and equipment in a cost-effective manner. Limits and documents improper use of agency resources. Seeks cost containment and/or lower cost solutions. Prevent loss of income to CHI as a result of vacancy loss, lost rental payments, and/or damages or failure to meet program milestones.
• Job Knowledge: Demonstrates understanding of the principles, methods, and processes needed to perform the job.
• Performance: Meets productivity standards. Has the ability to implement and follow a project through to completion in a timely fashion. Produce neat, accurate, and thorough work. Can perform under pressure, within deadlines, and has the ability to work independently and to prioritize. Can begin and complete tasks without assignment and repeated oversight. Maintain charts and files in an orderly fashion.
• Professional Development: Shows ambition and interest in pursuing career development; expands on job-appropriate skills.
• Response to Supervision and Training: Listens effectively; seeks, accepts, and integrates into his/her daily routine constructive criticism, advice, and guidance.
• Reliability in Reporting: Submits all internal and external reports in a timely and correct manner as required by funding agencies and/or CHI. Information is accurate.
• Safety Practices: Knows and observes safe working conditions, maintains safe work practices, makes supervisor aware of any unsafe working conditions. Be comfortable with conducting room searches.
• Teamwork: Encourages, enhances, and contributes to group efforts for the betterment of the entire agency, assists as necessary.