Administrative Assistant Job at Air Comfort, Inc in New York

RECAP (Regional Economic Community Action Program) is dedicated to empowering individuals and families through supportive housing and comprehensive case management services. The Middletown office is seeking an organized and motivated Administrative Assistant to provide essential administrative support to the Supportive Housing Program. This role is vital to ensuring the smooth operation of the office and supporting the team’s mission to help clients achieve self-sufficiency. The Administrative Assistant will be the first point of contact for clients and visitors, manage office operations, and assist with a variety of administrative tasks. This is an excellent opportunity to contribute to a mission-driven organization that makes a positive impact in the community.

Responsibilities

• Provide administrative support to the Supportive Housing Program and office staff
• Answer and direct phone calls, take messages, and update office voicemail for closures
• Greet clients and visitors, schedule appointments, and respond to client inquiries
• Maintain office supplies and inventory through the agency’s purchase order system
• Manage operation, purchasing, and maintenance records for office equipment (copy, fax, and printer machines)
• Sort, stamp, and distribute mail; manage mailing procedures for USPS, UPS, and FedEx
• Retrieve and file documents; enter client data into the agency database
• Maintain the professional appearance of the office, including bulletin boards, brochures, and common areas
• Organize and manage donations and the clothing cabinet
• Attend weekly staff meetings, take notes, and prepare meeting minutes
• Prepare and mail client letters, forms, and reports; assist with typing correspondence, projects, and proposals as needed
• Perform other administrative duties as assigned

Qualifications

• Motivated, detail-oriented, and able to manage multiple projects simultaneously
• Proficient in Microsoft Excel; computer literacy in Microsoft Word, Access, PowerPoint, databases, and internet research
• Excellent typing, telephone, organizational, and written and verbal communication skills
• Ability to work independently and exercise good judgment, tact, and courtesy
• Familiarity with general office operations
• High level of dependability and attention to detail
• Bilingual English/Spanish is a plus
• Knowledge of Department of Social Services and Parole populations is a plus

Physical Demands/Work Environment

• Work may involve exposure to inclement weather and noise
• Regular use of computers, printers, fax, and copy machines
• May require occasional driving on city streets and highways
• Consistent punctuality and on-site attendance required