Administrative Assistant
Job Title: Administrative Assistant
Job Type: Full-time (40 hours)
Schedule: Monday to Friday, 8:00 AM – 4:30 PM; evenings as needed
Location: Penn Yan, NY 14527 (Yates County)
About Keuka Housing Council, Inc.:
Keuka Housing Council, Inc. (KHC) is a non-profit 501(c)(3) organization based in New York’s Finger Lakes Region. We are dedicated to improving and preserving the quality and availability of housing in Yates County, with a strong focus on addressing homelessness. As a HUD-Certified Counseling Agency, we support low- to moderate-income individuals and families through housing counseling, educational workshops, and advocacy.
Job Summary:
The Administrative Assistant provides key support to the Executive Director, Finance Director, and various program leads. This requires someone who is highly organized, punctual, detail-oriented, and capable of managing multiple responsibilities with efficiency. The successful candidate will contribute to agency-wide operations, including financial processing and housing-related services. Experience using QuickBooks and handling banking tasks is strongly preferred.
Responsibilities:
Embody and promote the agency’s values of equal opportunity, independence, and realization of individual potential.
Maintain confidentiality of client and organizational information in accordance with agency policy.
Provide high-level administrative and clerical support to the Executive Director, Finance Director, and program leads.
Schedule and organize meetings, interviews, travel arrangements, and conferences.
Prepare and process reports, forms, and documents required by internal policy and external regulations.
Maintain and update records, databases, and filing systems.
Process invoices, check requests, purchase orders, supply orders, and payroll information as directed.
Serve as the designated scribe and note-taker for all organizational meetings, both internal and external.
Prepare meeting minutes for distribution.
Lead in the set-up and preparation for board meetings, organizing materials and arranging the meeting space.
Provide on-site administrative support before, during, and after board meetings, including post-meeting clean-up.
Order office supplies and coordinate equipment maintenance for office sites.
Manage incoming and outgoing mail, including physical and electronic correspondence.
Greet and assist visitors and respond to phone and email inquiries in a professional and courteous manner.
Required Qualifications:
High school diploma or GED (required); Associate degree (preferred)
Proven experience in administrative or clerical work supporting multiple team members
Strong organizational skills, punctuality, and attention to detail
Demonstrated ability to multitask effectively in a fast-paced environment
Proficiency in Microsoft Office365 (Word, Excel, PowerPoint) and Google Workspace (Drive, Docs, Calendar)
Proficiency in QuickBooks and familiarity with basic banking functions (preferred)
Preferred Qualifications:
Licensed Notary Public
Familiarity with HUD housing programs
Familiarity with homelessness initiatives and housing service delivery
Experience preparing or supporting grant reports
Knowledge of property management procedures and tenant rights
What We Offer:
Competitive hourly wage
Health insurance
Generous paid time off
401(k) retirement plan with company match
Career development and training opportunities
Equal Opportunity Statement: Keuka Housing Council, Inc. is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other legally protected status.
ADA Accommodations: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
