Administrative Assistant III Job at ADAPT Community Network in New York

Description:

Why Join ADAPT?

It's more than a job; it's a calling. It's where passion meets purpose. ADAPT Community Network, formerly United Cerebral Palsy (UCP) of NYC provides a multitude of services to people with developmental disabilities. At ADAPT, we are 3,000 strong, and it takes every one of us to empower the lives of the people we support. With caring and great resources at hand, we know what it takes to help people live fuller, happier, healthier lives. Our employees show their commitment to the people we support every day, and we all deliver on our promise to provide innovative and comprehensive services to individuals with developmental disabilities.

For your next career move, apply with us at ADAPT Community Network! Wherever you work among our many locations around New York City, ADAPT offers paid training, competitive benefits, and we foster a team culture of learning, support, collaboration and career growth.

SUMMARY

Under general supervision, is responsible for acting as an “Office Manager” to clerical operations. Provides administrative secretary support to Program Director and other members of his/her staff. Supervises other administrative assistants in the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The incumbent in the position will perform all or some of the job duties that are listed below:

• Assigns work to and oversees quality and quantity of completed assignments of administrative assistants I, II, and III in department.
• Provides supervision to other administrative assistants through regularly scheduled supervision sessions, modeling and coaching.
• Provides information to supervisor for use in performance appraisals or disciplinary action and may sit with supervisor and employee when such review or actions takes place.
• Provides orientation, on-the-job training and follow-up training of other staff members regarding general office procedures and practices of department.
• Greets visitors, ascertains their needs and directs them accordingly.
• Answers telephone and screens calls for program director and/or other department staff.
• Works cooperatively with other administrative assistants on joint assignments.
• Interacts respectfully with persons receiving services encountered in course of work activities.
• Relays information as necessary from and to bus drivers and/or transportation liaison.
• Directs all important situations, inquiries and questions to supervisor.
• Types records, reports, correspondence, etc.
• Types requisitions for purchase orders, tracks delivery of items and forwards packing slips or receiving reports to purchasing department.
• Orders and maintains adequate inventory of office supplies.
• Receives, opens, sorts and distributes incoming mail and packages.
• Records attendance for persons served on monthly calendar for billing purposes.
• Keeps track of staff attendance, vacations and sick leave and verifies accuracy of time and attendance forms.
• Maintains a filing system of administrative and program materials and keeps files current.
• Reimburses staff for approved petty cash expenditures, maintains accurate petty cash records and arranges for replenishment as required.
• Performs photocopying as needed.
• Sets up coffee and other refreshments for meetings as requested.
• Gives work assignments, guidance and instructions to administrative assistant I, II, and III.
• Performs other related duties as requested

Requirements:

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to read, write, speak and understand English.
• Excellent interpersonal skills are required to interact effectively with employees, co-workers, other departments, outside contacts, etc.
• Due to sensitive nature of the position, must be able to maintain the strictest confidentiality.
• Ability to work independently and handle multiple tasks simultaneously.
• Fully conversant with agency selected word processing and spreadsheet computer software programs.
• Knowledge of modern office practices and procedures, including business correspondence, record keeping systems and office equipment.
• Knowledge of principles of managing and coordinating administrative, secretarial and/or clerical functions.
• Good organizational skills.
• Excellent oral and written communications skills.
• Must pass agency computer-based software typing examination.

EDUCATION and/or EXPERIENCE

• High School Diploma or GED. Some college or secretarial school preferred
• At least three years of related work experience

COMPENSATION: $16.83/hourly the first 3 months and $17.19/hour after + Industry-Leading Benefits for all full-time employees.

At ADAPT, we value diversity, equity, inclusion, accessibility, and belonging. We strive to ensure that our employees are comfortable bringing their whole, authentic self to work and that the people we support can also be their authentic selves. We value diverse backgrounds, opinions, ideas, and ways of thinking. We aim to build an inclusive and diverse workforce that is empowered and supported with leaders who create diverse and inclusive teams. We continuously seek opportunities for the organization to foster a more positive, respected, united, and collaborative culture.

ADAPT Community Network is proud to be an equal opportunity employer and is committed to creating an inclusive environment for all employees. Qualified candidates of diverse ethnic and racial backgrounds and status are encouraged to apply for vacant positions at all levels.