Administrative Assistant BX
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Location: New York, NY, United States
Job Type: part-time
Date Posted:
Salary Range: 20.00 - 24.00 USD Hourly
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Description
Summary
Alianza Youth Services is a non-profit division of Catholic Charities that strives to strengthen academic achievement, health and wellness, artistic expression, and employment access for young people. Our goal is to provide youth between the ages of 14 and 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.
Essential Duties and Responsibilities include the following:
- Work closely with the Youth Employment Programs Director to coordinate program operations and administrative tasks and assist 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 the fiscal team
- Process all invoices for payment through the check request process according to the fiscal guidelines.
- Reconcile and submit personal expense reports for Director and Youth Employment Programs team members
- Maintain the filing system for department paperwork and relevant program documentation.
- Maintain, distribute, and keep track of all program metro cards, gift cards, petty cash, etc.
- Work closely with the Youth Employment Programs team to ensure current program data, lists, and information.
- 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 lists or assist with the upkeep of systems.
- Coordinate with IT and Database Manager on program/staff equipment repairs or upgrades.
- Assist with preparations (materials, refreshments, etc.) for program meetings and events as directed.
- Support the Director and Youth Employment Programs team on particular projects and tasks.
Position Type and Expected Hours of Work:
This is a full-time position. Days and hours are generally 9:00 AM to 5:00 PM, Monday - Friday. Additional hours may be required to meet program deadlines or client needs.
Pay: $20.00 - $24.00 an hour
Working conditions and physical demands required:
The demands described here represent those that an employee must meet to successfully perform the essential functions of this job.
- Remain stationary at a workstation and use a computer at least 75% of the time.
- Travel at least 25% of the time using public transportation, traverse city streets, occasionally ascend/descend stairs, and be exposed to outside weather conditions.
- Ability to operate standard office equipment, i.e., copier, fax, scanner, postage machine, and printer.
- Ability to use and respond to phone calls
- Ability to file client documents in cabinets.
Qualifications
- HS Diploma/GED: Some college credit/courses are a plus,
- Minimum of three (3) years of 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.
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