Program Assistant

Compensation Range: $20/hr - $21.63/hr commensurate with experience 

Benefits:
We have three comprehensive healthcare plans to choose from based on your priorities and budget. Housing Works covers most of the plan; you pay a portion, based on your salary. Staff begins accruing PTO immediately for a total of up to 30 days earned in the first year. We offer employees an educational benefit. This money is available for tuition loan reimbursement, tuition costs, and text books.

Overview:

The Program Assistant efficiently manages the assigned duties at Special Population by handling various clerical and administrative tasks. Responsibilities include completing census reports, tracking internal work orders, generating reports, processing invoices, creating payment requests, and handling W9 forms to request new vendor codes. Additionally, the Program Assistant performs other administrative tasks as assigned. They ensure that personal and financial information of each client remains confidential and is accessible only to authorized personnel.

Responsibilities:

Primary: Conduct data entry to evaluate the program's performance metrics.

Secondary: Demonstrate strong multi-tasking abilities along with excellent organizational and communication skills.

Key Performance Indicators (KPIs) :

• Measure the accuracy and completeness of data entry tasks, ensuring that all information is correctly recorded and up to date.
• Evaluate the timeliness and accuracy of generated reports, including census reports and performance metrics, and monitor the average time taken to process invoices and create payment requests.
• Assess the ability to handle multiple tasks simultaneously without compromising quality.
• Evaluate the effectiveness and clarity of communication with clients, vendors, and team members.
• Measure the ability to maintain organized records and manage work orders efficiently.

Other Functions:

• Thorough knowledge of general office practices and procedures
• Considerable knowledge of office record keeping and reporting practices and procedures
• Knowledge of efficient utilization of office equipment including personal computer systems
• Knowledge of English, grammar, and composition; proficient with the MS Office Software programs including Outlook, Word, Excel and Power Point.
• Develop and maintain an effective database program for accountability of furnishings, supplies and other equipment.
• Ensure that Human Resources Department notices and documents are properly posted at City View Integrated Support Program.
• Organize meetings and take detailed minutes.
• Write and distribute email, correspondence memos, letters, faxes, and forms.
• Ability to type 40 wpm

Requirements:

Education:

• A High School Degree or GED, plus a minimum of three (3) years of office experience. Bachelor’s Degree is a plus.

Qualifications/ Requirements

• Experience with and proven commitment to working with low-income and marginalized communities, as well as individuals with multiple chronic medical and/or behavioral health conditions. 

Competencies

• Dependable and flexible
• Able to maintain a high level of client confidentiality.
• Excellent internal and external customer service skills and strong interpersonal skills

Essential Physical Demands/ Working Conditions

• Able to lift 20lbs.
• The Program Assistant position is one which requires the staff person to be present in the program site 100% of the time.  
• Regularly required to talk and hear, facilitating effective communication with clients, vendors, and team members.
• Typically works in a general office setting with frequent distractions such as noise, interruptions, or congested work areas.

Job candidates should be aware that scammers may pose as employers and create fake job postings in order to extract personal information from individuals for financial gain. Housing Works will never ask job candidates for personal information, such as social security numbers or bank account details, over the phone. If you suspect that a job posting may be fake or wish to confirm that a job posting from Housing Works is genuine, please contact us at recruitment@housingworks.org

Housing Works was founded in 1990; With a long-term commitment to AIDS advocacy. Housing Works established New York State’s first harm reduction-based, OASAS-licensed outpatient drug treatment program. Other services include Health Home care management, behavioral health, and syringe exchange programs. A pioneer in the social entrepreneurship movement, Housing Works operates 10 high-end thrift shops in Manhattan and Brooklyn and a much-loved Bookstore Cafe in Soho. For more information, visit www.housingworks.org

Housing Works fights for funding and legislation to ensure that all people living with HIV/AIDS have access to quality housing, healthcare, HIV prevention, and treatment, among other lifesaving services.

Housing Works provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements. Housing Works complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Housing Works also does not request prior salary information during the hiring process. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

This position is included in a bargaining unit of Housing Works’ New York City employees represented by a labor union known as the Retail Wholesale and Department Store Union (“RWDSU”). Accordingly, the RWDSU has the exclusive right to bargain over the terms and conditions of employment related to this position and this position may become covered by the terms of a collective bargaining agreement (a “CBA”) between Housing Works and the RWDSU