Administrative Assistant - New York, United States - Harlem United Community AIDS Center Inc

Harlem United Community AIDS Center Inc

Verified Company

New York, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Position Description

Essential Job Functions
The following duties are mandatory requirements of the job:
Serve as Administrative Assistant with respect to all logístical matters affecting the 330 West 95th Steet - Housing Program

Process check requests and follow up if needed.
Update Client Roster for Staff and Security desk distribution on an as needed basis.
Run weekly and monthly data reports using EI Care Data Base
Assist in preparation of Case Management Supervision Logs for Managing Director
Participate in biweekly HRA meetings, as needed, to discuss program issues.
Office supply ordering and inventory control
Where needed, order furniture for apartment units.
Attend staff meetings as directed.
Maintenance of all office equipment (i.e., copy and fax machines, printers)
Petty Cash, metro card, gift cards, food card custodian
Client Metro card ordering/reconciliation

Establish and maintain files, binders, and records for the 330 West 95th Street - Housing Program

Manage office expenses on expenditure spreadsheets, as directed.
Client rent processing and reconciliation, including mailing rent statements to tenants on an as needed basis. Monthly,
Updating monthly rent log on an as needed basis
Maintaining programs' files (contracts, vouchers, etc.)

Update EI Care data base (including entering of new clients into this system)

Data Entry responsibilities
Coordinate special projects as needed.
Assist Managing Director and staff in Audit preparation.

Education and Certification

Bachelor's Degree preferred and 2 years' administrative experience, proficiency in Microsoft Applications, or 5-7 years of administrative experience and a High School Diploma.

Special Skills and Knowledge

Superior organizational skills with the ability to problem solve.
Ability to organize, prioritize and meet deadlines while working on several ongoing projects simultaneously.
Highenergy, peopleoriented, engaging individual with exceptional people skills capable of exemplifying the organization's mission and collaborative culture.
Demonstrated ability to communicate effectively with all levels of the organization, including senior executives as well as clients and community members.
Exceptional written, verbal, organizational and people skills (including excellent telephone communication skills)
Impeccable tact and discretion required in dealing with confidential information.
Flexibility and willingness to work in situations of flux; ability to work in a fast turnaround environment.
Ability to work independently with mínimal supervision and exercise sound judgment in making decisions.
Resourcefulness and ability to work proactively thinking ahead on the calendar.
Strong work ethic and willingness to take ownership for wideranging responsibilities.
Knowledge of standard office practices and procedures to include ability to compose and format correspondence, business proposals, legal documents, and presentations.
Extensive knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).