Administrative Assistant (Restgate)

Administrative Assistant (Restgate)

Restgate Hotel - Long Island City, NY 11101

Overview

Salary Range $40,000.00 - $45,000.00 Salary/year

Description

Goddard Riverside invests in people & strengthens community, serving more than 20,000 people throughout New York City with a variety of programs for all ages. We work within a social justice framework to create a fair and just society where all people have the opportunity to make choices that lead to better lives for themselves and their families.

Goddard Riverside is part of the Integrated Support Hotel Program. Restgate Hotel will provide services to families with children working towards obtaining permanent housing.

Purpose of Position: Support the effective and efficient running of the program under the direction and supervision of the Program Director. The ideal candidate thrives both in close collaboration with others and when working independently and brings strong administrative and organizational skills with a customer-service-focused approach.

Schedule: Monday through Friday 9:00 am to 5:00 pm

Salary Range: $40,000 - $45,000

Candidates must have the required qualifications to be considered for the position. The salary offer will be based on the candidate's number of years experience in the exact or comparable position and additional preferred qualifications will be taken into account.

Roles, Responsibilities, and Essential Duties

Administrative and Office Management

• Manage and maintain the weekly team schedule in shared Outlook calendar, ensuring accuracy and timely updates
• Take thorough notes from team meetings and email out summaries
• Independently review, code, and submit all invoices via Intacct (finance system) while handling competing priorities
• Oversight of office equipment and program supplies, proactive troubleshooting issues, coordinating repairs, and minimizing downtime to keep operations running smoothly
• Manage daily incoming and outgoing mail with speed and accuracy, ensuring nothing is delayed or misplaced
• Drive program site organization and cleanliness standards, maintaining a professional environment
• Conduct weekly inventory and procurement of office and client supplies, anticipating needs before they become urgent
• Manage and update critical file for site
• Close out client charts and secure storage, ensuring full compliance

Reporting

• Participate in audit preparation
• Ensure the critical binder stays up to date
• Assist supervisors in preparing audits and ensure program stays in good standing at all times
• Ensure required client forms are completed and submitted in real time
• Other duties as required to ensure the overall operation of the program

Qualifications/Educational Requirements

Required:

• High School diploma or GED

Preferred:

• Associates or Bachelor's Degree
• Proficiency in Spanish and English preferred

Skills, Knowledge and Abilities

• Ability to maintain a calm, professional, and welcoming demeanor when working with a challenging population
• Strong team player who collaborates effectively across departments to support overall program operations
• Strong interpersonal skills, with the ability to build rapport and trust across diverse populations
• Strong organizational and systems-oriented approach, with keen attention to detail and accuracy
• Ability to manage invoicing, coding, and financial documentation with precision and accountability
• Ability to multitask and prioritize competing deadlines without sacrificing accuracy

Computer Skills: To perform this job successfully, an individual should be:

• Proficient in Microsoft Office, including Excel
• Comfortable with frequent computer use
• Able to respond to email communication quickly in a fast-paced environment
• Experience with, or ability to learn, computer databases such as CARES, Paycom and Intacct

Physical Requirements

• Frequent walking and standing
• Ability to lift up to 30 lbs

Employee Benefits:

• Medical/Dental/Vision
• Life Insurance/Commuter benefits/Employee Assistance Program (EAP)/Flexible Spending Accounts
• 403B Thrift Retirement Plan
• 12 Annual Sick Days
• 12 Agency Holidays
• 20 Days or 4 Weeks of Paid Time off and an additional week (5) days after 5 years of employment
• Total of more than 6 weeks (a month and half) of paid time off

We are committed to building an inclusive workplace community grounded in respect for differences. We support hiring a broadly diverse team of qualified individuals who will contribute to our organizations.

Goddard Riverside and Isaacs Center provide equal employment opportunities to employees and applicants for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or any other characteristic protected by federal, state, or local law.

Goddard Riverside Community Center