Administrative Assistant

Position: Administrative Assistant - 4793
Bronx Works 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 Bronx Works 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…