• Administrative Assistant

    Constructive Partnerships Unlimited (Brooklyn, NY)


    Administrative Assistant

     

    Type of Position Full time

     

    Search Location(s) Brooklyn, NY

    Job Brief

    A. POSITION SUMMARY: Provide consultation to the Site/Shelter Director and Director of Social Services on matters relating to the operation of the department.

    Shift Worked:

    Varies

    Weekly Hours:

    37.5

    FLSA Status:

    Non Exempt

    Pay range:

    $25.64-$25.64

     

    A. POSITION SUMMARY:

     

    Provide consultation to the Site/Shelter Director and Director of Social Services on matters relating to the operation of the department.

     

    B. POSITION DUTIES:

    • Provide consultation to the Site/Shelter Director and Director of Social Services on matters relating to the operation of the department.

    • Respond to telephone inquiries and take messages in a professional manner, including management of the departmental voicemail system and telephone logs.

    • Respond to work orders, prioritizing requests and providing direction to maintenance staff and working in collaboration with director of operations to ensuring that all work orders are completed in a timely manner.

    • Preform data entry into systems

    • Screens telephone calls, and incoming correspondence of the Program Director, Director of Social Services and the Director of Program Operations.

    • Prepare and maintain all office and records of services rendered to the clients

    • Initiate contact with or respond to outside agencies upon receipt of correspondence as required or instructed.

    • Coordinate and order supplies necessary for department operation according to procedure and ensuring that a tracking system is maintained, and supplies are ordered timely

    • Maintain office equipment in operating condition and complete requisition repairs as needed.

    • Schedule meetings, appointments and maintain office calendar as required by the Site\Director Shelter and Director Social Services. Prepare and distribute the family monthly activities calendar

    • Organize and coordinate training programs for departmental staff as needed or directed.

    • Maintain the office petty cash program including administration of petty cash, records keeping and check requests for replenishment.

    • Maintain system for filing and reconciliation of bills.

    • Maintain good working relationships with staff members throughout the agency.

    • Prepare expense reports according to the schedule.

    • Collect, maintain and prepare statistical data and reports that contribute to the operation and management of the department.

    • Prepare time cards for the department within established timeframes and in accordance with established procedures.

    • Manage word processing of letters, reports and other documents for the department.

    • Preform proofreading of letters, reports and other documents for the department.

    • Prepare reports for internal and external distribution, photocopy and assemble material as required.

    • Attend annual in-service as required or mandated.

    C. Requirements:

    • Bachelor’s Degree or Associate Degree in Business and 5 years administrative experience.

    • 3 years administrative experience.

    • 2 years’ experience with budgeting and facilities management.

    • Must possess the ability to accurately type 30 wpm.

    • 2 years’ experience with Microsoft Office and Excel

    • Must possess sight and digital senses or prosthetics that will enable the essential functions of the job to be completed.

    Preferred Requirements

    • Ability to speak, read and write English, Bilingual preferred.