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About the Role

IMPACCT Brooklyn is seeking a proactive, detail-oriented Program Assistant to oversee the smooth operation of our office at 778 Myrtle Avenue. In this role, you will be the welcoming face of the office, greeting visitors, answering incoming calls, and managing office supply purchases while maintaining accurate inventory levels. You will also be responsible for producing management-level reports and efficiently supporting the administrative needs of our programs.

Responsibilities

Greet visitors and clients warmly, manage phone calls, screen incoming inquiries, and direct clients to the appropriate staff or external resources.
Maintain the Case Manager Supervisor’s schedule; receive, compile, and securely maintain the Supervisor’s confidential documents, records, and reports.
Submit monthly expense reports, tracking program budget against actual expenditures.
Collect and oversee staff schedules to ensure smooth operations.
Maintain and organize inventory, including office supplies, client incentives, and start-up kits; oversee equipment maintenance and liaise with technical support staff.
Prepare, manage, and monitor vendor invoices for submission to the Finance Department.
Support the Case Manager Supervisor with outreach efforts, data input of potential clients, and tracking communications.
Perform general clerical duties, including computer data entry, tracking expenditures, filing, and organizing office records.
Open and sort daily mail; compile and distribute department mailings.
Maintain client literature, forms, and bulletin boards to ensure accessibility and compliance.
Document notes from internal staff meetings for reference and action.
Assist in drafting correspondence, including resident requests such as work orders.
Ensure the confidentiality and integrity of all client information at all times.
Participate in job development training sessions as required throughout the year.
Provide additional support as needed to ensure successful team operations.
Perform any other duties assigned by the Case Manager Supervisor.

Requirements

Associate Degree or an equivalent qualification.
Minimum 2 years of administrative or office support experience; social services or residential setting preferred.
Experience working with chronically homeless individuals facing mental health and substance use challenges a plus.
Strong ability to engage and establish rapport with clients.
Strong written and verbal communication skills, with the ability to interact professionally and compassionately with clients, colleagues, and vendors.
Strong organizational skills, with the ability to prioritize multiple tasks, manage time effectively, and meet deadlines.
Careful attention to detail to ensure accuracy in data entry, records, reports, and invoices.
Discretion and sound judgment in handling confidential client and program information.
Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint), with the ability to learn program databases and tracking systems.
Fluency in the English language is required; Spanish-speaking ability is preferred.
Ability to sit or stand for long periods, occasionally lift up to 25 pounds, move around the building, and travel between IMPACCT Brooklyn sites.
Must follow safety, de-escalation, and confidentiality protocols.

Skills

Office Administration
Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Data Entry
Record Keeping
Report Generation
Inventory Management
Vendor Management
Communication Skills
Organizational Skills
Time Management
Attention to Detail
Discretion
Judgment
Client Engagement
Spanish-speaking ability is preferred.

Location

Brooklyn, NY 11206

Work Type

Full Time
On-site

Experience Level

Minimum 2 years of administrative or office support experience

Education Level

2 Year Degree
Associate Degree or an equivalent qualification

Salary/Compensations

$22.25 - $24.72 Hourly

Benefits

Competitive pay
Paid time off including vacation, personal holidays
403(b)
529 Plan
Tuition reimbursement
Flexible Spending Account
Medical insurance
Employee Assistance Program
Other fringe benefits

About the Company

IMPACCT Brooklyn is an equal opportunity employer and a drug-free workplace, and complies with applicable ADA regulations.
By completing this application, you are seeking to join a team of hardworking professionals dedicated to consistently delivering outstanding service to our customers and contributing to the financial success of the organization, its clients, and its employees.
Equal access to programs, services, and employment is available to all qualified persons.

Equal Opportunity

All applicants are considered for all positions without regard to race, religion, color, sex, gender, sexual orientation, pregnancy, age, national origin, ancestry, physical/mental disability, medical condition, military/veteran status, genetic information, marital status, ethnicity, alienage or any other protected classification, under applicable federal, state, and local laws.
Applicants requiring accommodations to complete the application and/or interview process should contact a management representative.