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 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: $24.04 an hour- approx. $50,004 annually.

FLSA: Non-exempt. Eligible for overtime.

Schedule: 9am-5pm Monday-Friday (off Saturday & Sunday).

Location: Rego Park Queens, NY

 

JOB-RELATED DUTIES – ESSENTIAL FUNCTIONS

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

        Office Management and Vendor Coordination

• Order program and office supplies and keep track of inventory.
• Assess and maintain equipment needs, including repairs and maintenance.
• Liaise with facility management vendors, including cleaning, etc.
• Plan in-house or off-site activities, celebrations, and conferences.
• Perform secretarial and clerical duties.
• Schedule meetings and appointments.

Reporting and Recordkeeping

• Record and report daily census to DHS and CHI administration. 
• Maintain pertinent records for State, City and CHI requirements.
• Enter work order information into Yardi.
• Create work orders in Yardi, call out to field in emergency situations.
• Maintain invoices, billing statements, and purchase orders.
• Reconcile petty cash and submit monthly expense reports to administration.

Human Resource:

• Schedule job interviews for specific NYC sites and assist other NYC sites as needed.
• Assist with updating spreadsheet in tracking applicant process.
• Assist with orientation for new hires including ensuring they have a workspace set up and needed supplies for their first day.

Qualifications

What do I need to apply?

Education and Experience: High School Diploma or GED required, Associates degree in Business Administration preferred. 2+ years of experience in office administration or project management is required.

• Communication- Excellent verbal and written communication skills.  Proficiency in English required, multi-lingual and Spanish proficiency prioritized.
• Confidentiality: Strong sense of discretion and confidentiality required.
• Computer Skills: Intermediate level proficiency in MS Office (Word, Excel, PowerPoint, Access), Outlook. Ability to use a computer, fax, scanner, create/edit PDF’s and save electronic files. Ability to create and maintain Excel spreadsheets. 
• Organization: Ability to create organized filing systems.
• Customer Service: Exceptional customer service skills and professional phone manner.
• Strong and evident belief in the mission and core values of Community Housing Innovations.

• Equal Employment Opportunity Employer (EEOE)

  Community Housing Innovations, Inc. (CHI) provides equal employment opportunities to all employees and applicants, and prohibits discrimination on the basis of race, color, creed, religion, national origin, citizenship status, age, disability, sex, gender, gender identity or expression, sexual orientation, marital status, partnership status, veteran status, genetic information, or any other status protected by applicable federal, state, or local laws. This commitment applies to recruiting, hiring, placement, promotion, transfer, compensation, training, assignments, benefits, employee activities, termination, access to facilities, and programs, and all other terms and conditions of employment as well as general treatment during employment.