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Administrative Assistant

4 months ago

New York, United States Highland Park Community Development Corp Full time
Job DescriptionJob Description

Job title: 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:

  1. Maintain a system for efficient record keeping, regulatory compliance and reporting.
  1. Maintains a filing system including Discharge Charts, Building Rosters and Sign In/Out sheets.
  2. Log room and ACS inspections and maintain filing system.
  3. Maintain system for communicating incident reports to caseworkers, logging incident reports and follow-up, and communicating incidents through the DHS CARES platform for reporting.
  1. Update office binders as directed by management.
  1. Maintains employee phone list and outside contacts list.
  2. Keep records up to date and manage dead filing according to protocols.
  3. As needed, develop new systems to assist with the efficient management of records.

  1. Answer incoming phone calls, record messages and makes follow-up calls.
  1. Represent Highland Park CDC in a positive, welcoming manner when interacting with clients, vendors, and all other internal and external stakeholders.
  2. Ensure that urgent messages / issues are communicated in a timely manner to appropriate parties via a phone call or text as needed.

  1. Support the administration of human resources and operations functions.
    1. Assist with new employee orientation.
    2. Obtaining new-hire documents as needed from candidates and new hires.
    3. Email the IT department to coordinate technological needs for new hires and terminations (email set up, computer, phones, etc.).
    4. Help employees regarding access to the HRIS system as needed.

  1. Leverage organizational skills to efficiently coordinate and manage organizational communications.
  1. Schedule appointments and maintain appointment documentation and calendars either electronically or manually.
  2. Process and receive internal and external mail.
  3. Schedule appointments for Director and staff members, assist with monthly Shelter / Highland Park CDC Calendar.
  1. Arrange inter office meetings, reserve office space.
  1. Coordinate and process shipping via UPS, FedEx, USPS, and other means as needed.
  2. Receive, open and sorts incoming mail.
  3. Process and/or create merge mailings and mass mailings to employees when necessary (for information distribution, etc.).

  1. Ensures there is adequate inventory and stock of various supplies.
  1. Maintains a system for ensuring there is an adequate inventory and a system for ordering supplies in an efficient manner.
  2. Adheres to all purchasing policies for ordering supplies.

  1. Coordinate with vendors, including but not limited to for technology repairs and maintenance.
  1. Email IT department to set up new hires with technological needs and termination.
  2. Coordinate with IT Department and Phone System department to resolve problems.

  1. Perform administrative support tasks:
  1. Creates and / or revises various forms and reports.
  2. Type correspondence as requested and as needed.
  3. Coordinates the maintenance and repair of office equipment.
  4. Distribute paychecks/ paystubs.

  1. Perform other job duties and special projects assigned by management.


QUALIFICATIONS:

To perform this job successfully, and individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required.

  1. Minimum Required Education & Experience:
    • HS Diploma or GED required.
    • 2 years of clerical or administrative experience.
  2. Preferred Education & Experience:
    • 2 years of college preferred.
  3. Computer Skills:
    • Proficient in computer software programs (Word, Excel, Power Point, CARES, etc.)
  4. Language skills:
  • Excellent verbal and written communication skills. Reads and comprehends simple instructions, short correspondence, and memos; Writes simple correspondence; Presents information in one-on-one and small groups situations outside stakeholders, clients and other employees.