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Administrative Assistant

Location: New York, NY, United States
Job Type: part-time
Date Posted:
Salary Range: 20 - 24 USD Hourly

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Alianza Youth Services is a non-profit division of Catholic Charities Community Services which strives to strengthen academic achievement, health & wellness, artistic expression and employment access to young people. Our goal is to provide youth between the ages of 14 - 21 with focused civic-engagement, work-readiness and paid opportunities. This position will provide essential clerical and administrative support to the Program Director and assist with various projects to ensure efficient operations. 
Duties and Responsibilities: 
  • Work closely with the Youth Employment Programs Director in the coordination of program operations, administrative tasks, and assisting with various projects throughout the year.
  • Handle the Director’s Outlook Calendar to schedule internal and external meetings.
  • Receive and manage incoming calls, arrange conference calls, etc.
  • Track and maintain expenditures for Director and Youth Employment Programs activities in coordination with fiscal team;
  • Process all invoices for payment through the check request process according to the fiscal guidelines
  • Reconcile and submit personal expenses reports for Director and Youth Employment Programs team members;
  • Maintain filing system of department paperwork and relevant program documentation;
  • Maintain, distribute and keep track of all program metro cards, gift cards, petty cash, etc.
  • Work closely with Youth Employment Programs team to ensure program data, lists, and information is current;
  • Assist with all contract, foundation, and funding program reports, statistics, data, etc.
  • Coordinate orders for office, program supplies and equipment;
  • Maintain equipment and other relevant inventory list or assist with up-keep of systems;
  • Coordinate with IT and/or Database Manager on program/staff equipment repairs or upgrades;
  • Assist with preparations (materials, refreshments, etc.) for program meetings and events as directed
  • Additional job-related duties and projects as assigned.
Position Type and Expected Hours of Work: 
This is a 3/4 time position - 30 hours per week.  Days and hours of work are generally between 9:00 AM to 6:00 PM, Monday – Friday. Additional hours may be required to meet program deadlines, or client needs. 
  • HS Diploma/GED; Some college credit/courses, a plus,
  • Minimum of three (3) years’ related office experience.
  • Bilingual, English/Spanish a plus
  • Excellent interpersonal, communication and organizational skills
  • Ability to be a team player, work independently and with diverse groups of people
  • Ability to participate in community service initiatives if needed
  • Computer literate.