Administrative Assistant
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Location: New York, NY, United States
Job Type: full-time
Date Posted:
Salary Range: 18.00 - 20.00 Annually
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Description
Summary
The Administrative Assistant role supports all programmatic needs of the Learning to Work contract with the guidance of the Director and other program staff.
Essential Duties and Responsibilities include the following:
- Providing information to the public on program services, including handling reception functions at the front desk or remotely, by applicable agency protocols.
- Provide customer services to students, parents, and visitors and help direct them to needed services, including managing incoming calls.
- Responsible for office filing (I.e., creating and maintaining students' files, events attendance sheets, AFP (Approval For Payment), and backup submission).
- Providing clerical support as needed - filing, photocopying, and mailing, maintaining physical files, and updating databases.
- Create and maintain physical and electronic files, including managing correspondence with participants and families.
- Support with staff timesheets and timely submission, as well as interns when needed.
- Support with AFP creation, submission, and backup expense reconciliation (might require travel to the central office)
- Responsible for supplies and equipment inventory and usage monitoring.
- Assist with New Students' recruitment and admission process: open houses/intake appointment registration, Candidate orientation, parent orientation, and update tracker.
- Support all LTW (Leaming To Work) Events & Activities (Trip, Cultural, Recreational, community services events)
- Maintain Office/Hallway bulletin boards.
- Attend all relevant meetings and events, serving as a liaison to and for parents on various committees and workgroups.
Position Type and Expected Hours of Work:
The days and hours are Monday through Friday between 8 a.m. and 4 p.m. This is a part-time position that requires evening and occasional Saturday hours to support program needs.
Pay: $18.00 -$20.00 an hour
Working conditions and physical demands required:
The demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job.
- Occasional travel to attend/assist at program events/meetings using public transportation, traverse city streets, occasionally ascend/descend stairs, and be exposed to outside weather conditions.
- Remain stationary at a workstation and/or use a computer at least 80% of the time, on/off-site.
- Ability to operate standard office equipment, i.e., copier, fax, scanner, and printer.
- Ability to use and respond to phone calls.
- Ability to transport/lift and file documents in cabinets.
Spend a significant amount of time working with others.
Education and/or experience required:
- AA or working towards a BA degree is a plus.
- Minimum of 2 years' experience in administrative work.
- Prior experience in school setting /youth services a plus
- Able to communicate effectively in Spanish and English
Skills, Licenses, and/or competencies required:
- Excellent interpersonal and communication skills.
- Excellent computer skills and experience (Internet, Microsoft Word, Excel, PowerPoint).
- Must be fingerprinted and cleared by NYC DOE (Department of Education) and complete a background check.
- Bilingual, English and Spanish preferred
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