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Office Assistant

1 month ago

New York, United States Counseling in Schools Full time
Job DescriptionJob Description

Counseling In Schools (CIS) is a dynamic community-based organization founded in 1986 with a mission to promote the emotional and social growth of children so that they can thrive in school and succeed in life. For nearly 40 years, Counseling In Schools has created and fostered relationships with local schools, homeless shelters, and communities to enable New York City’s children to thrive – academically, socially, and emotionally. Our expert team includes licensed mental health and youth development professionals who fully integrate into the community, providing programs that equip children, families, teachers, and administrators with the right tools for preventing and coping with the challenges they face. We envision and work toward a bright future, full of possibilities, where each child can flourish and reach their full potential.

 

We are seeking a highly organized, detail-oriented, and proactive CIS Office Assistant to join our main office. The ideal candidate will provide general office-related support and must be creative and enjoy working within an NYC Community  Based Organization (CBO) that is results-oriented and values-driven. The ideal candidate will have the ability to exercise excellent judgment and multi-task within a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. 

 

Key Responsibilities: 

  • Create a welcoming office environment including greeting staff and visitors 
  • Organizing and maintaining community office space
  • Answer incoming calls, route to appropriate staff members and forward messages
  • Maintain an accurate and detailed calendar communicating office related tasks, deadlines, project management timelines, office visits, etc
  • Mail and delivery management including receiving and sorting through incoming mail and preparing mail and package delivery
  • Ordering office supplies and snacks
  • Ordering and management of storage and distribution of CIS branded items
  • Assistance with event coordination
  • Filing and clerical duties
  • Creating GOOGLE Forms, documents, reports on EXCEL/Google Sheets
  • Office equipment maintenance and distribution
  • Scheduling meetings, creating agendas and taking detailed notes as requested
  • Support with logistical and substantive preparation of assigned projects
  • Track assigned tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments
  • Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner
  • Ensure consistent and efficient interaction with other assistants across the organization; demonstrate poise and tact under pressure and handle matters with sound judgment and confidentiality
  • Support the onboarding and orientation of new staff with office related assistance including but not limited to:
    • New Hire/ Personnel entry into internal and external systems
    • Training staff on various office systems
    • Oversight of usage of CIS data systems

Job Qualifications: 

  • Bachelor’s degree in a related field plus two or more years of professional work history;
  • One or more years of experience in providing administrative support to executive level staff
  • Strong verbal and written English communication skills
  • Ability to take initiative to learn and have ability to work independently
  • Highly organized, solution focused and self-motivated
  • Detail oriented, organized with proven ability to successfully multitask
  • Collaborative mindset and strong interpersonal skills
  • Ability to remain positive in high pressure situations
  • Demonstrates critical thinking, communication, and relationship-building skills
  • Flexible, creative, and resourceful approach
  • Independent problem solver
  • Proficient in MS Suite, G Suite, Canva, and knowledge of modern program system platforms
  • Understanding of the complexities surrounding collaboration in an NYC community based organization is a plus

Requirements:

  • Ability to report to our main office for a full-time position in midtown NYC (5 days per week)
  • Must be able to travel within NYC as needed

Reports To: Chief Operating Officer (COO), Counseling In Schools

 

Benefits & Paid Time Off 

  • Paid Time Off (PTO):
    30 plus days of PTO plus paid holidays which allows you to recharge and return to work refreshed and motivated.
  • Health Care Coverage:
    We understand the importance of your health and well-being. As part of our commitment, we provide a fully company-sponsored plan as well as other options for comprehensive healthcare coverage that includes medical, dental, and vision benefits, ensuring that you and your family have access to quality healthcare when needed.
  •  Transit Check Program:
    To make your daily commute more convenient and cost-effective, we provide a transit check program that allows you to cover transportation expenses using pre-tax dollars. This benefit contributes to a greener and more efficient commute.
  • 401(k) Plan:
    Planning for your future is essential. Our 401(k) plan enables you to save for retirement while benefiting from company contributions, ensuring financial security in your later years.
  •  Life Insurance:
    Your peace of mind is paramount. We offer life insurance coverage to provide financial support for your loved ones in the event of unforeseen circumstances, demonstrating our commitment to your family's well-being.
  • Referral Bonuses:                                                                                                             We all have friends in our field of work. Refer a friend or colleague to work at CIS and receive a bonus once they join our team

**Benefits are subject to change.


 

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