Administrative Assistant - 4793BronxWorks • New York, NY, US

Administrative Assistant - 4793

BronxWorks • New York, NY, US

24 days ago

Job type

Full-time

Job 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 are guided by the belief that people are to be treated with dignity and respect regardless of their present situation or past experiences.

Across our 60+ locations, we provide programs in a variety of service areas, including workforce development, children, youth, families, seniors and homeless prevention.

Community Health Programs provide wellness, healthy lifestyle support, and civic engagement programs to the Bronx.

QUALIFICATIONS :

Associates degree, or high school diploma or equivalent and four years related experience
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
NYC Food Protection Certificate a plus, required within 6 months of hire

ESSENTIAL DUTIES AND RESPONSIBILITIES :

Coordinate the activities of various support staff to ensure adequate staffing for answering phones, entering 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 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

Collect, organize and forward time sheets to the human resources department by 11 a.m. on the Friday preceding the Thursday pay day

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

Provide general support, outreach, and promotion for Community Health programming

Data entry

Assist with payment reconciliation of programming billing

Perform program tracking and record keeping

Perform program outreach

Develop program outreach materials, including flyers, social media posts

Provide office support including clerical, filing, faxing, scanning, typing, and photocopying

Greet program participants and answer participant questions

Report to, and meet with, supervisor on a weekly basis or as determined

Perform additional duties as needed

PROGRAM SPECIFIC RESPONSIBILITIES :

Work closely with Community Health

Work closely with Program Coordinators

Assist with preparing materials, workshop schedule, confirming participants, taking inventory of equipment

Perform data entry work

Answer participant questions and provide instructions when needed

Ensure activity spaces are ready for programming and have materials needed for activities

Reconcile consultant invoices to ensure timely payments for services

Reconcile kitchen invoices for participant meals

Review invoices for accuracy and follow up with appropriate staff when needed

Maintain calendar, schedule appointments and arrange meeting rooms

Assist with the collection of documents for program reports

Purchase office supplies and / or equipment, including maintaining appropriate documentation for reconciling invoices in Nexonia (fiscal payment system) in a timely manner.

PHYSICAL REQUIREMENTS :

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 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, if required to conduct home visits and / or field work.

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 hrbenefits@bronxworks.org.

Create a job alert for this search

Administrative Assistant • New York, NY, US

Related jobs

Lu Guasco & Co. • Stamford, CT, US

Full-time

Are you an Administrative Assistant with a drive for being successful and an interest in adding value to an organization's bottom line? This could be the job for you! The ideal candidate will h...Show more

Last updated: 11 days ago • Promoted

Administrative Assistant - 4809

BronxWorks • New York, NY, US

Full-time

Last updated: 9 days ago • Promoted

Administrative Assistant-04551401

Institute for Comm Living • New York, NY, US

Full-time

Last updated: 30+ days ago • Promoted