Case Assistant

PURPOSE
The Jewish Board's Youth and Family Division supports survivors of domestic violence and their family members. Using a non-judgmental, trauma-informed approach, staff assist residents in achieving personalized recovery goals, stabilizing their families, developing independent living skills, and preparing for safe and permanent housing. Our work is guided by principles that emphasize housing stability, cultural humility, anti-racist practices, and respect for the dignity and resilience of every individual and family.
POSITION OVERVIEW
The Case Assistant provides administrative, operational, and facilities support to ensure the smooth functioning of the Transition Center program. This position serves as the first point of contact for visitors, residents, and external partners while coordinating building maintenance, tracking repairs, supporting program operations, and assisting families as needed.
The Case Assistant works closely with the Program Director, Assistant Director, Office Manager, Residence Manager, and clinical staff to maintain a safe, welcoming, and well-functioning environment for residents and staff. This role requires strong organizational skills, attention to detail, customer service, and the ability to balance administrative responsibilities with facilities coordination.

KEY ESSENTIAL FUNCTIONS
Administrative & Front Desk Operations

Provide professional front desk coverage and serve as the first point of contact for visitors, residents, and community partners.
Answer phones, respond to inquiries, and direct calls appropriately.
Assist with intake and admission processes, including copying documents, data entry, and coordination with referral sources.
Maintain program records, filing systems, and electronic databases.
Assist with archiving and maintaining confidential client and program records.
Support monthly billing, audits, reporting requirements, and program documentation.
Prepare correspondence, photocopying, scanning, faxing, and mailing as needed.
Coordinate incoming and outgoing mail and deliveries.
Monitor office supply inventory and submit replenishment requests.
Assist staff with administrative projects and special assignments.
Participate in staff meetings, trainings, and agency events.

Building & Facilities Management

Submit, monitor, and follow up on maintenance requests through SysAid and building management systems.
Track repair status and ensure timely resolution of maintenance issues.
Escort maintenance personnel, contractors, and vendors into residential units and program spaces as needed.
Conduct weekly apartment and site inspections to identify safety, maintenance, and cleanliness concerns.
Complete post-discharge apartment walkthroughs to assess unit condition and readiness for new admissions.
Verify completion and quality of maintenance repairs, cleaning, and apartment turnover activities.
Collaborate with the Residence Manager and Office Manager to prioritize maintenance work orders and assign tasks to program handymen.
Assist with apartment readiness, furniture deliveries, and facility-related projects.
Support IT staff and vendors during onsite visits and assist with troubleshooting basic office equipment concerns.
Participate in fire safety procedures, evacuation drills, and other building safety initiatives.

Resident & Program Support

Maintain a welcoming, respectful, and trauma-informed environment for residents and visitors.
Assist with intake and orientation processes for newly admitted families.
Help coordinate transportation and logistical support for residents as needed.
Assist residents in accessing program resources and connecting with appropriate staff.
Support program operations during admissions, discharges, apartment transfers, and emergencies.
Provide childcare coverage and family support activities as needed.
Assist with obtaining and distributing client supplies, donations, and program resources.
Accompany residents to appointments, community activities, or other approved outings when appropriate.
Immediately report safety concerns, incidents, and resident needs to supervisory staff.

Documentation & Compliance

Maintain accurate and timely documentation related to maintenance requests, inspections, inventory, and program operations.
Complete incident reports and required administrative documentation as appropriate.
Support quality assurance, audit preparation, regulatory reviews, and compliance activities.
Ensure confidentiality and professional handling of sensitive resident and program information.
Perform other duties as assigned.

CORE COMPETENCIES

Commitment to trauma-informed and client-centered practice.
Strong customer service and interpersonal skills.
Excellent organizational and time-management abilities.
Ability to manage multiple priorities and deadlines.
Strong verbal and written communication skills.
Attention to detail and follow-through.
Ability to work independently and collaboratively.
Professionalism and discretion when handling confidential information.
Problem-solving and critical-thinking skills.
Ability to build positive working relationships with residents, staff, vendors, and community partners.
Commitment to safety and maintaining a welcoming environment.

EDUCATION/TRAINING REQUIRED

High School Diploma or High School Equivalency (HSE) required.
Associate's Degree in Business Administration, Human Services, or related field preferred.
CPR/First Aid certification preferred or ability to obtain upon hire.
Ability to obtain FDNY Certificates of Fitness as required.

EXPERIENCE REQUIRED / LANGUAGE PREFERENCE

Minimum of one year of administrative, office management, facilities coordination, property management, or related experience required.
Experience in domestic violence services, shelter operations, social services, property management, or human services preferred.
Experience coordinating maintenance requests, repairs, or facilities-related operations preferred.
Bilingual candidates are strongly encouraged to apply.

COMPUTER SKILLS REQUIRED

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
Experience with database systems and electronic recordkeeping.
Ability to learn and utilize agency software applications, including maintenance ticketing systems (SysAid), reporting databases, and inventory tracking systems.
Strong data entry and record management skills.

VISUAL AND MANUAL DEXTERITY

Ability to read paper and electronic documents.
Ability to complete inspections throughout multiple program locations.
Ability to enter data and maintain records in various computer systems.
Ability to occasionally move supplies, packages, and equipment weighing up to 25 pounds.

WORK ENVIRONMENT / PHYSICAL REQUIREMENTS

Ability to travel between apartments and program locations as needed.
Ability to walk stairs and access residential units in multiple buildings.
Ability to escort vendors, maintenance staff, and contractors throughout residential sites.
Ability to respond appropriately to facilities-related emergencies and urgent repair needs.

If you join us, you’ll have these great benefits:

Generous paid time off in addition to paid agency holidays and 15 sick days
Affordable and high-quality medical/dental/vision plans
Tuition assistance and educational loan forgiveness
Free continuing education opportunities
403(b) retirement benefits and a pension
Flexible spending accounts for health and transportation
27/7 Accessible Employee Assistance Program
Life and disability insurance

Who we are:
The Jewish Board delivers innovative, high-quality, and compassionate mental health and social services to over 45,000 New Yorkers each year. We are unique in serving everyone from infants and their families to children, teens, and adults. We are proud to employ and serve people of all religions, races, cultural backgrounds, gender expressions, and sexual orientations. We are committed to building diverse, equitable, and inclusive teams to help support our mission, and we strongly encourage candidates from historically marginalized backgrounds to apply to work with us.
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