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Administrative Assistant , CAMBA Gardens Phase II

CAMBA GARDENS Phase II is a 293 unit supportive/affordable housing development located in the East Flatbush section of Brooklyn. CAMBA Housing Ventures (CHV), the housing development subsidiary of CAMBA, developed these units. 182 of these units are set aside for formerly homeless individuals and families.  108 units are for Population A individuals, chronically homeless single adults who suffer from Serious and Persistent Mental Illness or who have a co-occurring Mental Illness and Chemical Addiction (MICA). 15 units are for Population H individuals, chronically homeless single adults who have a substance abuse disorder that is the barrier to independent living and who also have a disabling clinical condition.  24 units are for Population II chronically homeless families, in which the head of household suffers from a substance abuse disorder, a disabling medical condition or HIV/AIDS.  CAMBA provides on-site case management and supportive services in addition to 24/7 security.     

 

Essential Duties and Responsibilities:  The person filling this position is expected, under close supervision, to:

1) Provide administrative and clerical support to ensure the smooth operations of all departments; (2) answer and screen incoming telephone calls; (3) direct callers and general voicemail messages to the appropriate personnel; and (4) assist non-clerical staff with clerical work (i.e., data collection and data verification); including the following: ​

  • Maintain professional relationships with clients and client confidentiality.
  • Practice Universal Precautions/Standard Protocol & Procedures.
  • Comply with any and all Federal, State, City and CAMBA security and privacy polices intended to protect the security and privacy of individually identifiable health information.
  • Assist in coordination of lease-up activities.
  • Greet visitors/clients, determine nature of business, and announce visitors to appropriate personnel.
  • Provide callers with answers to questions about the organization (i.e.-address, fax #, directions, etc.).
  • Compose, type and send general correspondence, memos, reports and marketing materials (via e-mails, faxing, interoffice mail, etc.).
  • Copy, collate and file correspondence and various documents weekly.
  • Organize and maintain filing system(s).
  • Coordinate and schedule meetings, conference calls, prepare agendas, reserve and prepare meeting rooms/facilities.
  • Record, type and distribute minutes of meetings.
  • Assist with completion of programmatic reports.
  • Provide assistance for special projects.
  • Enter data into automated management information system.
  • Ensure all agency forms, staff directory, and profiles are updated weekly.
  • Ensure that fax and copy machines are in working condition.
  • Monitor, troubleshoot, and track all office equipment maintenance issues.
  • Schedule all office equipment repairs and servicing as needed.
  • Prepare, submit and track all MIS requests for assistance.
  • Post, monitor and secure information on all employee and/or client bulletin boards.
  • Collect and track employee time and attendance/vacation/comp-time and record into log.
  • Provide purchasing/procurement support (i.e.-reconcile purchase orders and invoices).
  • Order, receive, track, store and distribute office supplies.
  • Assist with the audit of all employees time and attendance data.
  • Deliver all employee time sheets to the Payroll department.
  • Coordinate and assign staff mail boxes as needed.
  • Conduct mail pick ups and/or deliveries.
  • May facilitate, monitor and log client's business phone usage.
  • May coordinate, plan and participate in special events.
  • May provide administrative support to upper management staff (EVP, SVP, VP, SPD, PD, APD, SPM, PM).
  • May arrange and coordinate travel schedules and reservations, and prepare travel vouchers.
  • May update appointment calendars.
  • Tasks may be modified, expanded and/or assigned over time.



Minimum Education/Experience Required:

  • High school diploma or G.E.D. and/or equivalent experience.

Other Requirements:
  • Ability to maintain fingerprint clearance throughout the duration of employment.
  • As a Mandated Reporter, you must immediately report suspected incidents/cases of abuse and neglect to the Vulnerable Persons Central Register (VPCR) Hotline at 1-855-373-2122 and complete a CAMBA Incident Report.
  • Proficient experience using Microsoft Office software and knowledge of databases.
  • Ability to type 45 words per minute.  

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