Administrative Assistant (Early Childhood)

Program: Morris | 285 East 171st Street, Bronx, NY 10457

What You'll Do

Under the supervision of the Executive Director, the Administrative Assistant will play a critical role in the successful operation of our Early Childhood Program. The Administrative Assistant is responsible for a wide range of tasks that are essential to the smooth running of the program, including answering calls, data entry and document creation, operating office equipment, bookkeeping, clerical work, family communication, and staff training. The Administrative Assistant will support the program administration in the day-to-day operations of the program.

Your responsibilities will include:

• Administrative Support to the Executive Director and other program departments as needed to ensure effective communication and efficient operation.

• Assist in maintaining necessary permits and licenses.
• Assist in the tracking of all staff data to ensure compliance with DOHMH and DOE.
• Monitoring inventories and ordering office supplies.
• Assist with CACFP record maintenance, applications, attendance, and meal count as needed.
• Assist with overall office management, including maintaining a proper file system.

• Responsible for department inventory; submit invoices; assist in resolving Invoice on Hold issues; respond to vendor inquiries and facilitate follow-ups on payment.

• Responsible for entering all child and family information into database systems.
• Responsible for generating reports from database systems for tracking all relevant child and family data, including updating records.
• Assist with staffing classrooms and maintaining logs.
• Write and distribute a memorandum to staff and parents as needed by the Executive Director.
• Perform general office duties, which include answering phones, sending faxes, making copies, and filing.
• Maintain confidentiality of program records and administrative information.
• Participate in professional development training as it relates to job responsibilities.
• Maintain proper documentation on all aspects of job duties.
• Complete other relevant duties as requested by the supervisor to fulfill job responsibilities.

You're a great fit for the role if you have:

• High School diploma or GED required; College degree preferred.
• Must have good computer skills (Word, Excel, Access, Email, Internet, etc.) plus 1-2 years of experience working in an office setting.
• Must have excellent communication skills (written and oral).
• Bilingual English/ Spanish helpful but not required.

Compensation

Actual compensation will not be less than the applicable minimum wage, prevailing wage, or exempt salary requirements under federal, state and local laws.

We Have GREAT BENEFITS!

• Health insurance through Cigna, including dental and vision, with an option that covers the entire family with minimal employee contribution.

• Generous Paid Time Off!

• 401(k) with Company contribution, even if the employee doesn't contribute.

• And More!

Who We Are

At HELP USA, we work to ensure that everyone has a place to call home. We’re one of the nation’s largest non-profit homeless services providers and low-income housing developers serving at-risk populations, including families, individuals, veterans, survivors of domestic violence, people with physical and mental health challenges and disabilities, and seniors. With an annual operating budget approaching $150 million and 1400 employees working in nearly 60 programs, we have helped over 500,000 people facing homelessness and poverty to build better lives. We hope that you will consider joining our team in the fight against homelessness.

EOE. A Drug-Free Workplace.