Administrative Assistant Job Brooklyn area,New York USA,Administrative/Clerical

Administrative Assistant

Reports to:

Program Director / CFO

FLSA Status:
Non-Exempt (Hourly) / Full Time

Date Issued:
May 2020

Position Summary

The Administrative and Accounting Assistant ensures the efficient day-to-day operation of the office and support the work of management and other administrative staff. The Administrative Assistant will assist with purchasing/inventory functions according to established procedures, funding source DHS or as directed by Management. He/she supports all departments including in the maintenance of information systems for record keeping and reporting.

Essential Job Functions

Through the employee's own efforts, the employee accomplishes the following essential functions:

Maintain a system for efficient record keeping, regulatory compliance and reporting.

Maintains a filing system including Discharge Charts, Building Rosters and Sign In/Out sheets.

Log room and ACS inspections and maintain filing system.

Maintain system for communicating incident reports to caseworkers, logging incident reports and follow-up, and communicating incidents through the DHS CARES platform for reporting.

Update office binders as directed by management.

Maintains employee phone list and outside contacts list.

Keep records up to date and manage dead filing according to protocols.

As needed, develop new systems to assist with the efficient management of records.

Answer incoming phone calls, record messages and makes follow-up calls.

Represent Highland Park CDC in a positive, welcoming manner when interacting with clients, vendors, and all other internal and external stakeholders.

Ensure that urgent messages / issues are communicated in a timely manner to appropriate parties via a phone call or text as needed.

Support the administration of human resources and operations functions.

Assist with new employee orientation.

Obtaining new-hire documents as needed from candidates and new hires.

Email the IT department to coordinate technological needs for new hires and terminations (email set up, computer, phones, etc.).

Help employees regarding access to the HRIS system as needed.

Leverage organizational skills to efficiently coordinate and manage organizational communications.

Schedule appointments and maintain appointment documentation and calendars either electronically or manually.

Process and receive internal and external mail.

Schedule appointments for Director and staff members, assist with monthly Shelter / Highland Park CDC Calendar.

Arrange inter office meetings, reserve office space.

Coordinate and process shipping via UPS, Fed Ex, USPS, and other means as needed.

Receive, open and sorts incoming mail.

Process and/or create merge mailings and mass mailings to employees when necessary (for information distribution, etc.).

Ensures there is adequate inventory and stock of various supplies.

Maintains a system for ensuring there is an adequate inventory and a system for ordering supplies in an efficient manner.

Adheres to all purchasing policies for ordering supplies.

Coordinate with vendors, including but not limited to for technology repairs and maintenance.

Email IT department to set up new hires with technological needs and termination.

Coordinate with IT Department and Phone System department to resolve problems.

Perform administrative support tasks:

Creates and / or revises various forms and reports.

Type correspondence as requested and as needed.

Coordinates the maintenance and repair of office equipment.

Distribute paychecks/ paystubs.

Perform other job duties and special projects assigned by management.

Additional Job Functions

Adheres to all policies and procedures, including those prescribed in the Highland Park CDC Employee Handbook.

Maintain confidentiality and do not disclose information learned through the course of the job with people other than those who need to know including employee information, financial information, client information, etc.

Competencies

To perform the job successfully, an individual demonstrates the following competencies.

Customer Service Orientation:
Manages difficult or emotional situations with internal and external stakeholders;
Responds promptly to customer needs;
Responds to request for service and assistance. Maintains and communicates a positive "can do" attitude with internal and external stakeholders.

Problem Solving:
Identifies and resolves problems in a timely manner;
Gathers and analyzes information skillfully;
Uses reason when dealing with emotional topics.

Systems Thinking:
Demonstrates an ability to (a) see how organizational systems ( e.g., internal/external conditions, processes, people ) interact and influence each other, and (b) how these systems create and contribute to specific issues ( e.g., high voluntary turnover ) and strengths ( e.g., strong customer focus ).

Planning / Organization:
Prioritizes and plans work activities;
Uses time efficiently:
Plans for additional resources;
Develops realistic action plans. Leverages tools to manage workflow and reprioritizes accordingly.

Service and…