Office Associate

Office Associate

For over 175 years, Seamen's Society has been dedicated to helping children survive, thrive, and succeed. Our programs provide critical support to vulnerable children and families, and we are looking for passionate, dedicated professionals to join us in making a difference.

If you're seeking a rewarding career where your work truly matters, we invite you to be part of our mission. With opportunities in Brooklyn and Staten Island, we offer competitive salaries, career growth potential, and a comprehensive benefits package.

The Office Associate provides general administrative, clerical, and office operations support to the Administrative Services Department and other agency departments. The position assists with office supplies, purchasing documentation, mail distribution, meetings, travel, agency events, and other routine administrative functions to support effective and efficient agency operations.

Duties and Responsibilities

• Responsible for ordering approved agency office supplies and maintaining an organized and adequately stocked supply room.
• Inventory and maintain printer ink and toner supplies and coordinate printer service and replenishment with the agency vendor.
• Prepare basic office supply packages for new hires and current employees.
• Assist with purchase orders, supporting documentation, approval routing, and organized purchasing records.
• Track open orders, deliveries, back-orders, receipts, and other purchasing documentation as assigned.
• Assist with matching receipts and supporting documentation to American Express charges and assist finance in finalizing monthly billing records.
• Responsible for tracking agency office equipment and assisting with periodic equipment inventories.
• Coordinate approved hotel and travel arrangements for agency staff and maintain related records.
• Organize and maintain mail distribution on the 4th floor, distribute received fax items, and ensure mail and materials are delivered to Brooklyn.
• Responsible for maintaining the postage machine and mailing supplies and applying postage to outgoing mail. Organizing and sorting mail
• Reserve meeting rooms and coordinate requests for IT support and basic meeting setup.
• Order and set up meals and refreshments for approved agency meetings and events when needed.
• Assist with internal agency announcements, staff communications, lists, trackers, and routine reports as assigned.
• Help with toy room, donation, and event supply organization and distribution when needed.
• Participate in the Agency emergency call list.
• Welcome and direct visitors coming to the 4th floor.
• Occasionally provide coverage for administrative phones, the switchboard, reception, or other office functions.
• Assist with special projects as needed.
• Perform other duties/responsibilities as assigned within the scope of the position.

Skills, Knowledge, and Abilities

Excellent organizational, verbal, and written communication, and time management skills.

Demonstrated ability to manage multiple priorities, follow established procedures, and consistently meet deadlines.

Strong attention to detail with a high level of accuracy.

Ability to work effectively both independently and collaboratively as part of a team.

Sound judgment with the ability to recognize when supervisory guidance or approval is appropriate.

Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Microsoft Teams.

Strong customer service, interpersonal, and relationship-building skills.

Ability to exercise discretion and maintain the confidentiality of sensitive information.

Ability to perform the essential functions of the position, with or without reasonable accommodation.

Qualifications/Requirements

Associate degree required; bachelor's degree preferred.

At least one (1) year of administrative, clerical, office support, customer service, or related experience required.

Experience with office supply procurement, inventory management, purchasing documentation, and/or accounts payable support is preferred.

Notary Public certification is preferred.

Ability to work Monday through Friday, 9:00 a.m. to 4:45 p.m. Scheduled work hours may vary based on agency operational needs.

Ability to lift and carry up to 20 pounds.

Ability to travel between the agency's Staten Island and Brooklyn locations as needed.

Why Join Us?

At Seamen's Society for Children and Families, we value our team members and are committed to providing a supportive, rewarding, and growth-oriented work environment. As part of our team, you'll enjoy a comprehensive benefits package designed to support your professional and personal well-being:

Extensive Training & Career Development – Gain hands-on experience with comprehensive training programs to enhance your skills and career growth.

Generous Paid Time Off & Holidays – Maintain a healthy work-life balance with our comprehensive PTO package, including: 13 paid holidays throughout the year, Half-day Summer Fridays to make the most of the season, Ample vacation, personal, and sick time so you can…