Administrative Assistant - Yonkers

Administrative Assistant

JOB DESCRIPTION

Administrative Assistant Transitional Housing & Drop-In Center

$24.25 per hour

Mon-Fri. Regular work hours. 37.50 weekly hours

Department: Administration/Operations



Reports To: Shelter/Program Director



Employment Status: [Full-Time/Part-Time]



Location: Yonkers, New York



Schedule: [Insert Schedule]

Position Summary

The Administrative Assistant provides administrative and clerical support for a transitional housing program serving approximately 20 residents and a drop-in center serving approximately 20 30 men. The position supports the day-to-day operation of the facility by maintaining accurate records, assisting residents and guests, coordinating information among staff, answering phones, managing correspondence, and providing general administrative support.

The ideal candidate is organized, dependable, professional, compassionate, and able to work effectively in a busy human-services environment.

Essential Duties and Responsibilities

• Greet residents, drop-in guests, visitors, vendors, and other individuals entering the facility in a professional and respectful manner.
• Answer and direct telephone calls and respond to routine inquiries.
• Assist with resident and drop-in center intake and registration procedures.
• Maintain accurate and confidential resident, guest, visitor, and program records.
• Enter information into agency databases and maintain required spreadsheets, logs, and tracking systems.
• Prepare correspondence, reports, forms, schedules, notices, and other documents.
• Assist with appointment scheduling and coordination of meetings.
• Maintain calendars and provide administrative support to program and management staff.
• Receive, sort, distribute, and respond to routine correspondence and communications.
• Assist with ordering, receiving, organizing, and tracking office and program supplies.
• Maintain organized electronic and paper filing systems.
• Assist with staff timekeeping, attendance records, and other administrative documentation as assigned.
• Support the preparation of reports required by management, funders, or other authorized entities.
• Assist case management staff with documentation and administrative tasks.
• Maintain confidentiality regarding residents, guests, staff, and program operations.
• Communicate effectively with security, case management, maintenance, housekeeping, and supervisory staff.
• Assist with emergency notifications, incident documentation, and other administrative procedures when necessary.
• Perform other duties as assigned by the Program/Shelter Director.

Qualifications

• High school diploma or equivalent required.
• Previous administrative or office experience preferred.
• Experience in a shelter, social-service, nonprofit, healthcare, housing, or community-service environment preferred.
• Strong organizational and time-management skills.
• Ability to maintain accurate records and handle confidential information.
• Basic computer proficiency, including email, Microsoft Office/Google Workspace, spreadsheets, and data entry.
• Strong verbal and written communication skills.
• Ability to interact respectfully with individuals from diverse backgrounds and circumstances.
• Ability to remain calm and professional in a busy environment.
• Ability to work collaboratively as part of a multidisciplinary team.

Preferred Qualifications

• Experience working with individuals experiencing homelessness or housing instability.
• Experience with shelter or human-services databases.
• Bilingual English/Spanish or other relevant language skills.
• Knowledge of local community resources.

Physical/Work Requirements

The position requires regular sitting, standing, walking, computer use, and occasional lifting or moving of office/program materials. The employee must be able to work in a congregate shelter and drop-in environment that may be active and unpredictable.