Administrative Assistant

2 weeks ago

New York, United States Harlem United Community AIDS Center Inc Full time

**Position Description**

**Essential Job Functions**

The following duties are mandatory requirements of the job:
Serve as Administrative Assistant with respect to all logístical matters affecting the 330 West 95th Steet - Housing Program
- Process check requests and follow up if needed.
- Update Client Roster for Staff and Security desk distribution - on an as needed basis.
- Run weekly and monthly data reports using EI Care Data Base
- Assist in preparation of Case Management Supervision Logs - for Managing Director
- Participate in bi-weekly HRA meetings, as needed, to discuss program issues.
- Office supply ordering and inventory control
- Where needed, order furniture for apartment units.
- Attend staff meetings as directed.
- Maintenance of all office equipment (i.e., copy and fax machines, printers)
- Petty Cash, metro card, gift cards, food card custodian
- Client Metro card ordering/reconciliation

Establish and maintain files, binders, and records for the 330 West 95th Street - Housing Program
- Manage office expenses on expenditure spreadsheets, as directed.
- Client rent processing and reconciliation, including mailing rent statements to tenants on an as needed basis. Monthly,
- Updating monthly rent log on an as needed basis
- Maintaining programs’ files (contracts, vouchers, etc.)

Update EI Care data base (including entering of new clients into this system)
- Data Entry responsibilities
- Coordinate special projects as needed.
- Assist Managing Director and staff in Audit preparation.

**Education and Certification**

Bachelor’s Degree preferred and 2 years’ administrative experience, proficiency in Microsoft Applications, or 5-7 years of administrative experience and a High School Diploma.

**Special Skills and Knowledge**
- Superior organizational skills with the ability to problem solve.
- Ability to organize, prioritize and meet deadlines while working on several on-going projects simultaneously.
- High-energy, people-oriented, engaging individual with exceptional people skills capable of exemplifying the organization’s mission and collaborative culture.
- Demonstrated ability to communicate effectively with all levels of the organization, including senior executives as well as clients and community members.
- Exceptional written, verbal, organizational and people skills (including excellent telephone communication skills)
- Impeccable tact and discretion required in dealing with confidential information.
- Flexibility and willingness to work in situations of flux; ability to work in a fast turn-around environment.
- Ability to work independently with mínimal supervision and exercise sound judgment in making decisions.
- Resourcefulness and ability to work proactively - thinking ahead on the calendar.
- Strong work ethic and willingness to take ownership for wide-ranging responsibilities.
- Knowledge of standard office practices and procedures to include ability to compose and format correspondence, business proposals, legal documents, and presentations.
- Extensive knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

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