Administrative Assistant

Administrative AssistantAt Commonpoint, community is at the heart of everything we do. With more than 90 program sites and flagship locations in Little Neck, Bayside, Forest Hills, East Elmhurst, and Jamaica, we proudly serve over 125,000 individuals each year. From early childhood to older adulthood, we support people from all walks of life on their journeys from crisis to stability and empowerment. Our wide range of programs, spanning social services, education, and recreation, reflects our mission to build a more connected, inclusive, and thriving community for all.About The RoleTo continue advancing the impact we have across the communities we serve, Commonpoint is hiring an Administrative Assistant situated within the Special Services Department. The Special Services Department plays a vital role in enhancing the quality of life within an inclusive environment that facilitates individual growth, meets individual needs and builds community. Under the group leader's supervision, the individual hired as an Administrative Assistant will be responsible for the daily supervision and safety of the children. The Administrative Assistant will also assist the group leader in planning goals and activities for all of the children. This role reports directly to Marianna Albines.Role ResponsibilitiesAgency Expectations:Support agency initiatives by carrying out assigned duties accurately and efficiently, while following established processes and contributing to basic data collection, reporting, or documentation as required.Use agency resources responsibly by following established procedures, safeguarding equipment and materials, and/or supporting cost-effective operations.Work effectively with supervisors, coworkers, and cross-department teams to ensure clear communication, timely task completion, and a positive, respectful work environment.Follow all safety protocols, policies, and procedures to maintain a safe work environment for staff, partners, and the public, and promptly report concerns or incidents.Role Expectations:Under the supervision of the Department Director, the Administrative Assistant is responsible for supporting program intake, enrollment, billing, and overall program operations.Respond to prospective participant inquiries and guide families through the intake process by conducting family interviews and reviewing relevant documentation.Manage participant enrollment and payment information within Traction Rec and follow up with families regarding outstanding requirements.Coordinate with Care Managers to collect, organize, and upload required documentation into CHOICES, including following up on missing documents or denials.Develop and coordinate specialized evening programs by identifying and interviewing consultants, negotiating rates, scheduling classes, and collecting required documentation.Support program outreach and enrollment through family communication and the creation of promotional and registration materials.Coordinate program logistics, including room reservations, supplies, certificates, awards, and other materials as needed.Track participant, staff, and consultant paperwork to ensure records are accurate, complete, and submitted in a timely manner.Communicate effectively with families, staff, consultants, Care Managers, and supervisors to support efficient program operations.Complete additional administrative and program-related duties as assigned.Qualifications & Key AttributesMinimum Qualifications:Candidates should be at least 21 years of age, however if the candidate is 18 -21 years of age, they may be considered if they have prior experience.High school diploma or equivalent required; Associate's degree or coursework towards a Bachelor's degree in Education, Social Work, Human Services, Child Development, or a related field preferred.At least one year of experience in program coordination, administrative support, youth services, social services, or a related setting.The candidate must have strong organizational, communication, and customer service skills.Proficiency with Microsoft Office, Google Workspace, and online data management systems.Willingness to successfully complete all required background checks, clearances, and mandatory trainingsThe candidate must have willingness to accept guidance and supervision, and a sense of patience for the children we serve.Preferred Qualifications:Previous experience working at a Commonpoint program or site.Experience providing administrative or operational support in youth-serving programs.Familiarity with OPWDD billing, participant databases, and program documentation.Experience supporting community engagement initiatives and participant communications.Experience working with neurodiverse individuals.Bilingual or multilingual language skills are a plus.Key Attributes:Organized and detail-oriented with strong multitasking abilities.Excellent communication and customer service skillsStrong organizational and time-management skills with excellent follow-through.Ability to work collaboratively as part of a team while supporting multiple priorities.Proficiency with Microsoft Office, Google Workspace, and online data management systems.Commitment to providing safe, welcoming, and high-quality programming.Compensation & BenefitsCommonpoint offers competitive base salaries benchmarked against comparable nonprofit organizations in the New York metropolitan area. Salaries are determined based on internal and external equity, as well as each position's scope, qualifications, and organizational impact. We believe in compensating staff fairly and consistently, ensuring that all salary decisions align with our mission-driven commitment to equity and transparency. To maintain fairness across the organization, salary offers are set according to established salary bands and are not subject to negotiation. New hires typically start near the beginning of the salary range to allow for growth based on performance, professional development, and tenure.Part-Time Rate: $28Working Conditions & Job DetailsJob Details:Working schedule: Eg- Mon- Fri, 11am- 3pm.Part time Position.In Person.Commonpoint is an equal opportunity employer.