Administrative Assistant - New York, United States - BronxWorks

BronxWorks New York, United States

5 days ago

Description

Job Description

BronxWorks helps individuals and families improve their economic and social well-being. From toddlers to seniors, we feed, shelter, teach, and support our neighbors to build a stronger community. In all aspects of our work, we strive for the highest ethical and performance standards and guided by the belief that people are to be treated with dignity and respect regardless of their present situation or past experiences. We have 60 locations throughout the borough providing a variety of programs that offer assistance in the areas of family, children and youth support, educational services, elder care, homelessness, mental health, and workforce development. We are an employer of choice for anyone interested in a meaningful career in the social services field.

Qualifications

Associates degree, or high school diploma or equivalent and four years related experience ·
Valid notary public license ·
Proficiency in modern business communications including personal computers, electronic mail, voicemail, facsimile and copier equipment ·
Proficiency in basic filing principles and standard correspondence formats ·
Minimum typing speed of 50 words per minute ·
Supervisory experience preferred

Essential Duties And Responsibilities

Coordinate the activities of various support staff to ensure adequate staffing for answering phones, entering of data, copying and mailing of documents, etc. ·
Ensure that all office equipment is in proper working order ·
Maintain and update all required postings of employment law notices, employee notices and certificates of insurance ·
Purchase office supplies and/or equipment, including maintaining appropriate documentation of purchasing decisions and forwarding purchase orders, packing slips and invoices to the fiscal department on a timely basis ·
Review invoices for accuracy and forward to fiscal department on a timely basis ·
Maintain inventory log on a monthly basis for all items, equipment and furniture purchased, transferred, traded in or discarded. Inventory logs are forwarded to the Assistant to the Executive Director annually ·
Maintain and balance office petty cash fund by collecting expense vouchers, reimbursing staff, and reconciling and submitting vouchers to fiscal on, at a minimum, a monthly basis ·
Maintain Emburse card and handle all purchases with the card ·
Maintain OSHA data sheets, training logs, office certificates, etc., to ensure site compliance with regulatory agencies, such as Department of Health, Department of Labor, etc. ·
Supervise support staff, such as program assistants and volunteers by coordinating assignments and evaluating staff on a monthly and yearly basis ·
Maintain contract, personnel, time sheet and sign-in log files ·
Draft, copy, fax and file memoranda, letters and other agency documents ·
Maintain calendar, schedule appointments and arrange meeting rooms
Submit monthly progress reports to supervisor ·
Assist with the collection of documents for audits and submission of proposals. Deliver and/or pick up documents to/at BronxWorks offices, funding sources and or other agencies · Assume responsibilities of program assistant when necessary ·
Perform additional duties as assigned

Program Specific Responsibilities

Retreive/File charts for staff from the locked file room ·
Log closed files and prepare for storage pickups

Skills/Abilities

Excellent organizational skills ·
Excellent communication skills ·
Ability to use a computer for prolonged periods ·
Ability to occasionally lift and/or move up to 10 pounds ·
Ability to stand, walk, or sit for long periods of time ·
Ability to climb five flights of stairs ·
Ability to bend and retrieve objects and/or documents ·
Ability to travel in the boroughs of New York City and its adjacent counties via public transportation ·
Ability to travel for a minimum of 1 mile within a reasonable amount of time and in all types of weather, including inclement weather

BronxWorks seeks to build an inclusive organization grounded in respect for differences. BronxWorks is committed to equal employment opportunity and providing reasonable accommodations to qualified candidates and employees pursuant to applicable law. This commitment applies to all terms, conditions, and privileges of employment, including but not limited to recruitment, hiring, compensation, training and employee development, placement, promotion, demotion, upgrading, downgrading, transfer, layoff and termination. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, status as a victim of domestic violence, or any other characteristic protected by federal, state, or local law. If you require reasonable accommodation as part of the application process, please contact

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