Office Assistant

Post Internal Days

Category

Administrative Services

Description

BASIC FUNCTION OF POSITION

• To work for the Office Manager in carrying out administrative tasks and responsibilities by displaying initiative, assuming appropriate responsibility, exercising sound judgment, and making decisions within the scope of his / her authority.
• Maintain and monitor all material of active and closed case records,

according to policies and procedures.

MAJOR DUTIES AND RESPONSIBILITIES

• Responsible for the opening of the Bronx Office.
• Assist with scheduling and distribution of site fleet vehicles.
• Provide support and maintenance for all office equipment.
• Maintain active knowledge of agency rules, policies & guidelines.
• Responsible for distributing bi-weekly payroll checks.
• Responsible for accepting deliveries and maintaining storage room.
• Assist with reception coverage (i.e. : insuring coverage staff is adhering to schedule)
• Monitor and insure prompt effective responses to requests and inquiries.
• Other duties as necessary to support proper site functioning.
• Works with Office Manager in distribution of materials and correspondence and word processing assignments.
• Prepares schedules and notifications for meetings scheduled by the Site Director.
• Maintains the Conference Rooms' Schedule book.
• Maintains current knowledge of agency policies and procedures.
• Willing to expand knowledge base to include some child welfare functions in order to provide technical support or assistance as needed.
• Assist with breakfast and lunch setup for quarterly Management meetings and site events. Prepares closed records & other related materials for transit to storage facility & maintains updated indexes of boxes sent to storage.
• Retrieve and duplicate case records as requested.
• Assist with the boxing, bar-coding and removal of case records and related materials to storage facility.
• Data entry into archiving database.

REPORTING RELATIONSHIP

The Office Assistant will report directly to the Bronx Office Manager and the Director of Office Management Services.

EDUCATION

A four year high school diploma or its educational equivalent

PREFERRED QUALIFICATIONS :

• Strong communication skills
• Computer skills and working knowledge of Windows and Microsoft Office
• Must have excellent skills withMircosoft Excel
• Bilingual (Spanish), preferred.

RESPONSE REQUIREMENTS

Applicants must furnish a written response to the following questions :

• Why is the applicant interested in this position?
• How has the applicant's prior experience prepared her / him to effectively perform the requirements of this position?
• What special skills and qualities does the applicant bring to this position, and how will they be manifested in the position?

INTRUCTIONS FOR APPLICANT

The applicant must submit a copy of her / his resume, along with a written response to each of the above questions. All applications are to be submitted to Director of Human Resources, Catholic Guardian Society & Home Bureau, and 1011 First Avenue, New York, New York 10022.

A copy of the application is to be furnished by the applicant to her / his direct supervisor.

Position Requirements

Full-Time / Part-Time

Full-Time

Salary

Benefits

Work Location

Division

Administrative Services

About the Organization

It is our vocation to serve those in need, to aid those who desire help, and to guide those who seek better lives. Through supportive interventions, we provide help, create hope and preserve dignity.

We provide help by offering an array of services for underserved families and individuals with special needs. All that we do is delivered with care, compassion, and respect, to address fundamental challenges, improve well-being and increase self-sufficiency.

We create hope by strengthening and empowering families and individuals in need. By providing shelter, care, treatment, rehabilitation, counseling, training, and connection to high quality allied services, we produce holistic solutions that enhance each person's physical, mental and social well-being, as well as their positive connections to family and community.

We preserve dignity with a faith-based commitment to recognizing the value of each person we serve, regardless of race, religion, creed, or life circumstances.

EOE Statement

We are an Equal Opportunity Employer. We will consider applicants for this position without regard to any category protected by applicable federal, state, or local law, including but not limited to race, color, religion, sex, national origin, age, physical or mental disability, genetic information, veteran status or uniformed servicemember status.

This does not include pregnancy, sex stereotyping, gender identity, gender expression or transgender status, status as a parent, marital status, political affiliation - all of which are on the website.

CGS does not tolerate discrimination in any employment opportunities or practices, based on race, color, religion, sex (including pregnancy, sex stereotyping, gender identity, gender expression or transgender status), national origin, sexual orientation, physical or mental disability, age, protected genetic information, status as a parent, marital status, political affiliation, or retaliation based on prior protected EEO activity.

This position is currently accepting applications.