Administrative Assistant Job at BronxWorks in New York

BronxWorks helps individuals and families improve their economic and social well-being. From toddlers to seniors, we feed, shelter, teach, and support our neighbors to build a stronger community. In all aspects of our work, we strive for the highest ethical and performance standards and guided by the belief that people are to be treated with dignity and respect regardless of their present situation or past experiences. We have 60 locations throughout the borough providing a variety of programs that offer assistance in the areas of family, children and youth support, educational services, elder care, homelessness, mental health, and workforce development. We are an employer of choice for anyone interested in a meaningful career in the social services field.

Qualifications

• · Associates degree, or high school diploma or equivalent and two years related experience.
• · Engaging personality and detail-orientated skills are essential.
• · Proficiency in modern business communications including personal computer, electronic mail, voicemail, facsimile, and copier equipment.
• · Prior experience with office management a plus.
• · Proficiency in basic filing principles and standard correspondence formats.
• · Spanish language proficiency preferred but not required.

Program Specific Responsibilities

FISCAL

• · Purchase office supplies and/or equipment, including maintaining appropriate documentation of purchasing decisions and submitting purchase orders, packing slips, and invoices to the fiscal department on a timely basis.
• · Utilize purchasing software including Nexonia/Emburse to submit accurate and timely records for Expenses, Purchasing, and Billing.
• · Submit staff reimbursement requests to the fiscal department in a timely and accurate manner.

COMPLIANCE

• · Maintain inventory log on a monthly basis for all items, equipment, and furniture purchased, transferred, traded in, or discarded.
• · Maintain Critical File to ensure site compliance with regulatory agencies such as Department of Health, Department of Labor, etc.
• · Ensure that all office equipment is in working conditions. Communicate with IT and fiscal departments as necessary to problem solve.
• · Scan, log, and file charts for discharged clients. Assist with storing client files.

CLIENT SERVICES

• · File and copy client documents and charts.
• · Enter client data into relevant databases (StreetSmart, AWARDS, and CARES). Data entry includes bed and housing placements, client demographics, and notes. Flag data discrepancies to supervisory staff.
• · Manage reception desk and greet clients entering the office.
• · Answer office phone, record and pass messages to relevant staff.
• · Other duties as assigned.
• · Receive, sort, and distribute client mail.

MISCELLANEOUS

• · Assist with staff hiring, including completing phone screens and reference checks and facilitating writing samples.
• · Maintain office organization and cleanliness.
• · Organize meetings and staff events.

Skills/Abilities

• · Good time management, writing, and communication skills.
• · Ability to work on a team.
• · Community minded, patient, creative, flexible, and compassionate.
• · Demonstrated proficiency with MS Office, electronic databases, and prolonged use of a computer.
• · Ability to occasionally lift and/or move up to 10 pounds.
• · Ability to stand, walk, or sit for long periods of time.
• · Ability to climb five flights of stairs, if required to conduct home visits and/or fieldwork.
• · Ability to bend and retrieve objects and/or documents.
• · Ability to travel in the boroughs of New York City and its adjacent counties via public transportation.
• · Ability to travel for a minimum of 1 mile within a reasonable amount of time and in all types of weather, including inclement weather, if required to conduct home visits and/or field work.
• · TB Test required within the first 120 days of employment.

BronxWorks seeks to build an inclusive organization grounded in respect for differences. BronxWorks is committed to equal employment opportunity and providing reasonable accommodations to qualified candidates and employees pursuant to applicable law. This commitment applies to all terms, conditions, and privileges of employment, including but not limited to recruitment, hiring, compensation, training and employee development, placement, promotion, demotion, upgrading, downgrading, transfer, layoff and termination. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, status as a victim of domestic violence, or any other characteristic protected by federal, state, or local law. If you require reasonable accommodation as part of the application process, please contact hrbenefits@bronxworks.org.