Administrative Assistant

Job Description

Job Description

Summary Job Description:

The Administrative Assistant performs responsible and confidential secretarial and administrative work in support of the Program Director. Under general supervision, this role manages complex clerical tasks requiring independent judgment, discretion, and attention to detail. The Administrative Assistant supports daily operations by handling administrative details, coordinating information flow, and assisting with reports, correspondence, and record maintenance.

The Community Administrative Assistant performs responsible and confidential administrative and clerical support duties in assistance to the Community Partnership Program Director and Community Organizer. Under general supervision, this role manages a variety of administrative tasks requiring professionalism, independent judgment, discretion, and strong attention to detail. The Community Administrative Assistant supports the daily operations of the Community Partnership Program by coordinating communication, maintaining records and program documentation, assisting with reports and correspondence, supporting community outreach efforts, and helping ensure the smooth flow of information between staff, community partners, and stakeholders.

Principle Responsibilities

• Read, sort, and route incoming mail; compose correspondence as directed

• Screen and route telephone calls, providing information within scope of authority

• Maintain and organize a wide variety of office files and records

• Gather source materials and assist with preparation, editing, and formatting of reports and correspondence

• Perform specialized clerical and technical duties in support of the Director

• Maintain and update foster parent records in accordance with agency standards

• Prepare copies of home studies, orientation packets, and related materials

• Enter and maintain data related to medical records and reauthorization reports

• Prepare office correspondence including letters, memoranda, documentation, and special projects

• Perform data entry and retrieve reports as needed

• Complete general office duties including filing, photocopying, faxing, ordering supplies, and arranging equipment repair

• Proofread materials for accuracy and completeness

• Collect, sort, and distribute mail to appropriate parties

• Update schedules, rosters, calendars, and appointment information

• Monitor the sign-out and return of agency records in accordance with approved practices

• Provide administrative support to the Community Organizer and Program Director to ensure smooth day-to-day program operations and community engagement activities

• Serve as a professional point of contact for community members, partners, and stakeholders by answering and routing telephone calls, emails, and inquiries appropriately

• Assist with the coordination, preparation, and distribution of community outreach materials, including flyers, program announcements, correspondence, and event documentation

• Maintain organized office systems, electronic records, calendars, schedules, and community partnership files in accordance with agency standards and confidentiality practices

• Support the preparation, editing, formatting, and proofreading of reports, meeting materials, presentations, and program correspondence for internal and external stakeholders

• Perform data entry and maintain accurate program records, participant information, attendance logs, and reporting documentation as required

• Assist with coordinating community events, workshops, meetings, and outreach initiatives by preparing materials, tracking attendance, and supporting logistical needs

• Monitor and maintain office supplies, equipment, and administrative resources to support daily operations and community programming

• Collect, organize, and distribute incoming mail, documents, and program materials to appropriate staff and departments

• Support the maintenance of sign-in sheets, appointment schedules, rosters, and program calendars to ensure effective communication and coordination

• Utilize Microsoft Word, Excel, and other office systems to create spreadsheets, reports, flyers, and administrative documents efficiently and accurately

• Maintain professionalism, strong organizational skills, and attention to detail while supporting a welcoming and community-focused environment

• Per diem position requiring flexibility, professionalism, and the ability to work collaboratively within a fast-paced community-based setting

Required Qualifications and Experience

• High school diploma or equivalent required

• Minimum of two years of secretarial or administrative experience

• Strong organizational skills with the ability to manage multiple priorities

• Ability to work with sensitive and confidential information

• Strong verbal and written communication skills

• Knowledge and Experience in Microsoft Word, Excel, Outlook, and general office systems

• Ability to work independently and prioritize tasks effectively

• Proficiency in creating professional flyers and promotional materials

• Ability to prepare, format, and organize data documents and spreadsheets efficiently

• Excellent writing skills

• Website building and social media knowledge.

Preferred Qualifications

• Familiarity with human services or nonprofit environments

• Commitment to following the Seven Commitments of the Sanctuary Model

Travel Requirements

This position offers a per diem schedule and is based in Brooklyn. Routine travel is not required.

Disclaimer

The statements herein are intended to describe the general nature and level of work being performed by the incumbent in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of a person in this position.

Diversity, Equity, Inclusion and Belonging Statement

With more than 250 years of combined experience, Little Flower Children and Family Services of New York and St. John’s Residence for Boys have a long-standing history of serving children, youth, adults and families of color. Our mission, vision and values are grounded in elevating the shared humanity of every staff member, community partner and those with whom we engage. We recognize that our DEIB work is continuously evolving as we strive for equity and inclusion for individuals of all races, ethnicities, genders, sexualities, ages, abilities, religions and lived experiences.

Accessibility

Some job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may be designed to protect the safety and health of the employee, their fellow employees and the individuals being served and may therefore exclude some individuals.

Equal Employment Opportunity Statement

Little Flower Children and Family Services of New York provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other legally protected group status.