Administrative Assistant

Title: Administrative Assistant

Unit: Education & Employment Services

Salary: $24.73 to $27.48 [approximately $45,000 to $50,000 annually]

Reports to: Senior Director, Workforce Development

Status: Full Time; Regular, Non-Exempt


Location: Long Island City and Bronx, NY Offices

Days/Hours: Monday - Friday , 9am-5pm; Some evenings and weekends may be required

Organization Overview:

The Fortune Society, Inc. (Fortune) has been working for over 57 years in service to our mission: to support successful reentry from incarceration and promote alternatives to incarceration, thus strengthening the fabric of our communities. The organization has evolved into one of the nation's preeminent reentry and justice-informed service organizations, providing formerly incarcerated people with the skills and wrap-around services needed to break the cycle of crime and incarceration and to build productive lives in their communities.

Fortune has grown steadily over the years to an agency with close to $90 million in annual budget with just under 600 staff. We anticipate that we will keep growing, both in size and depth of service. Fortune has a dual mission: both advocacy and service. The advocacy portion of our mission focuses on building a more just criminal legal system and reducing the barriers to reentry into society. The service side of Fortune has evolved to encompass a broad range of programs that started with employment and education and now includes a robust array of services, among them: alternatives to incarceration, supervised release, court advocacy, discharge planning within correctional facilities, licensed substance use and mental health treatment, a housing continuum ranging from emergency and transitional through permanent congregate and scattered site housing, assistance in obtaining benefits, a care management unit, HIV services, a food and nutrition program, and an arts program. Each service we provide is informed by the needs of the population we serve. Fortune currently serves approximately 14,000 people a year. Our program models are recognized, both nationally and internationally, for their quality and innovation. We have locations in Brooklyn, The Bronx, Manhattan and Queens.

Position Summary

Under the supervision of the Senior Director, Workforce Development, the Administrative Assistant (AA) will be responsible for providing administrative support for the day to day operations and staff. The AA will directly support the Senior Director and the Employment Services department. The AA is responsible for a wide range of administrative tasks designed to ensure the program's smooth operation. These tasks include scheduling, correspondence, document management, logistics coordination for program activities, compliance maintenance, procurement, inventory management and financial record-keeping.

Mission and Fit

Embodies Fortune's mission and values and will be an effective member of the team in furthering both. The candidate should exhibit compassion and understanding for our participants (wherever they are in their re-entry process) and embrace Fortune's core value that none of us should be measured against the worst things we have done.


Attention to Detail

The AA must demonstrate competency to develop systems and processes to organize and keep track of information or work progress; is routinely conscientious, thorough, accurate and reliable when performing and completing job tasks; and recognizes trends, detects inconsistencies, and determines essential details. Ability to multi-task is preferable.

Adaptability and Flexibility

The AA will be adaptable, enabling them to navigate changes and challenges seamlessly in a fast-paced work environment. They will also be flexible, adjusting to new situations, tasks, or responsibilities as they arise.

Collaboration

The AA must collaborate and coordinate with other administrative team members and management to ensure smooth operations for program areas. Additionally, the AA will need to collaborate with other Transitional Services' and Employment Services colleagues to effectively support the team and complete administrative tasks are completed timely as required.


Essential Duties and Responsibilities

• Organize and schedule meetings and appointments, taking detailed meeting minutes and sharing them with the team within 24 hours;
• Prepare office and meeting space for meetings and special events, including assisting with set up of technology for meetings and phone calls (set up virtual meetings, projectors, etc.);
• Ensure daily office operations are coordinated, including answering telephone and in-person inquiries about Fortune's programs;
• Be key point of contact between management, administrative, and direct services staff;
• Forward correspondence to staff and other managers regarding upcoming deadlines;
• Assist in the preparation of regularly scheduled reports;
• Write and distribute emails, correspondence memos, letters, faxes and forms;
• Assist with keeping track of audit dates and outcomes;
• Order office supplies and create requisitions, process supply orders and maintain supply inventory;
• Assist with coordinating staff trainings and orientation;
• Prepare billing invoices for vendors and submit check requests, entering all check request and invoice tracking in SharePoint to support with budget management;
• Maintain filing systems;
• Coordinate travel arrangement for the Education and Employment Services team;
• Attend and participate in meetings, conferences and trainings; and
• Other duties as assigned.

Qualifications:

• High school diploma or equivalent required; Associate's degree from and accredited college or university in social work, psychology, counseling, human services or education preferred;
• 1 - 2 years of relevant experience working as a coordinator or administrative assistant for senior level staff;
• Prior experience working in public health, human services, criminal justice, sociology or related field preferred;
• Strong customer service skills to support with interactions with colleagues, stakeholders and participants;
• Strong attention to detail, project management skills, problem solving skills and ability to appropriately set priorities and exercise independent judgement;
• Bilingual (English/Spanish) preferred;
• Strong proficiency in Microsoft Office Suite applications, including Excel, PowerPoint, Outlook and Office 365;
• Strong time management and organizational skills;
• Ability to work independently and on a team;
• Must have initiative and be willing to work in a fast-paced environment with varying demands;
• Must be highly motivated and have excellent oral and written communication skills;
• Experience and/or desire to work with a culturally diverse population; and
• We seek talented, dedicated individuals from all walks of life who possess a strong commitment to this mission. Relevant personal experience is a plus.

Travel Requirements - Frequent travel between Fortune offices throughout NYC, meetings and other relevant events.


Physical Demands:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The responsibilities and requirements listed are representative of the knowledge, skills, minimum education, training, licensing, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.


The Fortune Society is an Equal Opportunity Employer. All qualified applicants will be afforded equal employment opportunities without discrimination because of conviction history, race, religion/creed, color, national origin, sex, age, disability, sexual orientation, gender identity, military status, predisposing genetic characteristics, victim of domestic violence status or marital status.