Program Assistant

Position Summary

IMPACCT Brooklyn seeks a detail-oriented Program Assistant to oversee the general operation of the office located at 218 Gates Avenue, Brooklyn, NY 11238.  Duties will include greeting visitors, answering incoming phone calls, purchasing office supplies, and maintaining accurate inventory. You will also be required to produce management-level reports and support the administrative needs of the program.

To be a successful hire, you will need to have prior experience in office administration. You will also need to be proficient in Microsoft Office applications such as Word and Excel. 

Essential Duties and Responsibilities

• Welcome visitors/clients, answer phones, screen calls, and direct and refer clients to appropriate staff members and outside sources
• Maintain the Director of Social Services’ schedule
• Receives, compiles and maintains confidential documents and records of the Director of Social Services
• Maintains reports for the Director of Social Services
• Submit monthly expense reports tracking budget to actuals of program
• Collect and maintain staff schedules
• Maintain inventory of office supplies; oversee equipment, upkeep and communication with technical support staff
• Prepare, manage, and track invoices from vendors to submit to Finance Department
• Assist the Director of Social Services with outreach, tracking, and data input of potential clients
• General clerical duties, including computer data entry, tracking expenditures, filing, organizing office records and office inventory
• Maintain and organize inventory, including but not limited to client incentives, start-up kits, office supplies, and other relevant items.
• Open and sort mail daily; compile and send out department mailings
• Maintain client literature, forms and bulletin boards
• Prepare notes from internal staff meetings
• Assist with composing correspondence, including resident requests, such as work orders
• Ensure the integrity and confidentiality of all client information
• Participate in job development training as scheduled
• Provide additional support as needed to ensure successful team operations
• Perform any other duties assigned by the Director of Social Services

Skills & Competencies

• • Associate degree.
  • 2 years of office management experience; residential setting preferred.
  • Experience working with chronically homeless individuals with mental illness, health and substance abuse issues a plus.
  • Strong spoken and written skills to communicate well with colleagues and clients.
  • Ability to keep track of many tasks, prioritize them, and stay organized.
  • Strong written and verbal communication skills required.
  • Careful management of details to ensure accuracy in paperwork and program activities.
  • Skill in managing time effectively to meet deadlines.
  • Understanding the need to keep information private and follow ethical guidelines.
  • Excellent knowledge of various computer programs, including email, Microsoft Word, Excel, Outlook, and PowerPoint.
  • Bilingual proficiency in Spanish is a significant advantage.

Supervisory Responsibility

This position manages Interns and temporary staff of the department and is responsible for their performance management.

Physical Demands and Work Environment

This job operates in a professional office environment.  This role involves a mix of office tasks and direct participant engagement. The physical demands described here represent those that an employee must meet to perform the essential functions of this position successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. The role requires the ability to stand or sit for extended periods at a desk and work on a computer, as well as occasionally lifting materials weighing up to 25 pounds.  Mobility is needed to navigate the office and assist participants during programs. Typically based in a standard office setting, the environment has a noise level is usually moderate to high, depending on the time of day and client population.

Regular interaction with clients and staff fosters a supportive atmosphere, and flexible scheduling may be required for program activities or special events.

Benefits and Wages

Competitive pay, paid time off including vacation, personal holidays, 403(b), 529 Plan, tuition reimbursement, Flexible Spending Account, medical insurance, Employee Assistance Program, and other fringe benefits.

FLSA and Employment Status

Non-exempt, full-time, 9 AM – 5 PM

IMPACCT Brooklyn is an equal opportunity employer and a drug-free workplace, and complies with applicable ADA regulations.

All applicants are considered for all positions without regard to race, religion, color, sex, gender, sexual orientation, pregnancy, age, national origin, ancestry, physical/mental disability, medical condition, military/veteran status, genetic information, marital status, ethnicity, alienage or any other protected classification, under applicable federal, state, and local laws. By completing this application, you are seeking to join a team of hardworking professionals dedicated to consistently delivering outstanding service to our customers and contributing to the financial success of the organization, its clients, and its employees. Equal access to programs, services, and employment is available to all qualified persons. Applicants requiring accommodations to complete the application and/or interview process should contact a management representative.