Administrative Assistant (Ellington)

Job Description

Job Description

PRIMARY FUNCTION/PURPOSE:

The Administrative Assistant is responsible for providing administrative and clerical support to the program and assisting administrative staff to facilitate the efficient operation of the program. In many instances, this individual will function as the first point of contact with the program, and must utilize exceptional telephone manners, interpersonal skills, and above all a positive attitude. This position is responsible for working at our Harlem location in New York City.

 

MINIMUM QUALIFICATIONS:

• High School Graduate and/or G.E.D. is required
• Minimum of two (2) years of experience with secretarial/clerical responsibilities is required
• Bilingual language skills are strongly preferred
• Must be capable of accurately typing 50 w.p.m.; Word Processing at 200 strokes per minute
• Ability to utilize good judgment and discretion in the handling of confidential information is required
• Must be detail oriented, highly organized, and able to work independently
• Ability to manage multiple and shifting priorities with strong follow-up skills
• Excellent project management, time management, and presentation skills
• Excellent oral and written communication skills coupled with strong interpersonal skills
• Proficient in MS Office, Outlook, Excel (intermediate to advanced level), PowerPoint, and Adobe

 

PRIMARY RESPONSIBILITIES:

• Responsible for all clerical duties up to and including typing, filing, calendar maintenance, meeting/interview scheduling, and telephone communications
• Utilizing the Department of Homeless Services (DHS) - Client Assistance and Re-housing Enterprise System (CARES), complete Facility Bed Management, Client admissions, discharges, and transfer discharges 
• Assist with Facility Billing, Audits, Reconciliation, etc. using the DHS CARES System
• Prepares and completes reports as needed
• Maintain a current and up-to-date filing system for the program
• Maintain records of daily school attendance with the assistance of the Department of Education Representative
• Order supplies and track distribution of supplies
• Assume other responsibilities when requested by the Program Director or other members of the management team
• Coordinate with other Administrative Support staff to ensure the smooth operation of the unit, including telephone reception, data entry, and photocopying
• Perform a variety of support tasks that are highly confidential and sensitive
• Perform other duties as assigned

 

SECONDARY RESPONSIBILITIES:

• Facilitate effective communication with other staff within an interdisciplinary context, participate in and contribute to staff meetings, as well as the development of policies and procedures
• Participate in training and staff-development activities to acquire and maintain the interpersonal and operational skills necessary for successful job performance

 

PRINCIPAL RELATIONSHIPS:

• Frequent contact with staff within various departments, using considerable independent judgment in making decisions
• Regular contact with external and internal callers to ensure a high degree of customer service is provided
• Interact with other departments and locations to ensure cooperation and the delivery of proper services

 

OTHER REQUIREMENTS:

• May be required to work long hours and a varied schedule
• Traveling throughout various locations in the New York City area
• Lifting and moving objects weighing up to 30 pounds several times a week
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

 

EEO Statement – Children’s Rescue Fund is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information, marital status, citizenship or immigration status, military or veteran status, gender identity, sexual orientation, or any other characteristic protected by applicable law.

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Monday-Friday (9:00 AM-5:00 PM); Days Off (Saturday & Sunday)