Administrative Assistant

Founded in 1981, Diaspora Community Services (DCS) is a Brooklyn-based multi-service and multi-cultural 501 (c) 3 nonprofit providing comprehensive supports to low income residents, immigrants, and the chronically ill. DCS serves some 10,000 annually through three programmatic sites in New York City. Staffed by seasoned professionals in the health and social service sectors and supported by a dedicated Board of Directors as diverse as the vibrant communities we serve, DCS provides robust programming that targets the most vulnerable of our communities.

DCS’s programs address the very root causes of the challenges our clients face, empowering low income families and individuals to overcome obstacles to their well-being and self-sufficiency. DCS continues to focus on the challenges and inequities that impact communities of color, women and the youth of our communities. Using an anti-racist, gender, sexual orientation affirming lens, DCS has focused on ensuring clients have access to much needed benefits, counseling, education, housing placement and referrals to many qualified organizational partners. DCS has implemented youth programs based on youth development principles of education, empowerment and focusing on the assets of our youth instead of deficits. We are known for our expertise on HIV prevention at the community based level.

Current program services include access to quality health services, supportive housing, youth education, and the social support services critical to meeting basic needs while focusing on impacting poverty. DCS meets each client where they are in terms of individual skills, finances, health and needs; providing one-on-one transformative support to help them succeed.

Job Summary:

Main Function: The Administrative Assistant provides direct support to the Director of Program Operations and indirect support to Senior Leadership team. Responsibilities include basic office coordination, supplies and inventory management, secretarial and clerical duties, and customer service to residents/clients.

Job Overview:

• Undertake the tasks of receiving calls, take messages and routing correspondence
• Answer front desk calls and transfers call to staff as necessary
• Greeting visitors and deciding if they should be able to meet with executives
• Arrange meetings, calls and appointments and circulate meeting reminders
• Monitor supplies, order supplies and place orders as deemed necessary
• Scan documents, contracts, and other documents to the agency shared drive with confidentiality needs in mind where appropriate
• Develop and carry out an efficient documentation and filing system
• File and retrieve corporate records, documents, and reports.
• Order food for meetings or corporate office, when requested.
• Prepare meetings materials, reports, and presentations
• Read and analyze incoming memos, submissions, and distribute them as needed
• Ability to discreetly handle sensitive and confidential information
• Prepare conference room for meetings
• Respond to routine requests for donated goods and services & coordinate delivery or pickup of same
• Conduct research as needed for various projects
• Create and format documents, letters, spreadsheets, memos and PowerPoint presentations
• Provide other general administrative support as needed
• Other duties as assigned; attend training, participate in DCS related meetings/events, take minute notes, etc.

Minimum Qualifications:

• High school diploma/GED required.
• Thorough knowledge of general office practices and procedures; considerable knowledge of office record keeping and reporting practices and procedures.
• Considerable knowledge of office operations, planning and organization; efficient utilization of office equipment including personal computer systems.
• Proficient with Google platform and MS Office Suite; Outlook, Word, Excel and Power Point.
• Effective written and oral communication skills.
• Bilingual in Spanish or Kreyol preferred.

Compensation:

Salary : $38,000 - $40,000

Compensation is competitive and commensurate with experience. Diaspora Community Services offers a comprehensive benefits package including full health, dental and vision insurance benefits, voluntary flexible spending plan, 403b retirement plan, and eligible to accrue 10 vacation days, 3 personal days, 8 sick days and up to 12 paid holidays.

Diaspora Community Services does not discriminate on the basis of race, ethnicity, color, religion (creed), gender, gender identity, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities, hiring practices or operations.

Job Type: Full-time

Pay: $38,000.00 - $40,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Relevant: 2 years (Required)

Work Location: Hybrid remote in Brooklyn, NY 11203