Administrative Assistant

Administrative Assistant School Setting

We are seeking a reliable and organized Administrative Assistant for a school-based program in the Bronx. This is a great opportunity for someone who enjoys working in a structured educational environment and supporting program leadership and staff.

Position Summary: Under general supervision, the Administrative Assistant provides clerical and secretarial support to the Program Director and department staff. The role also includes providing guidance and support to Administrative Assistants I and II within the department.

Essential Duties & Responsibilities: The Administrative Assistant may perform some or all of the following duties:

• Greets visitors, ascertains their needs and directs them accordingly.
• Answers telephone and screens calls for Program Director and/or other department staff.
• Works cooperatively with other Administrative Assistants on joint assignments.
• Interacts respectfully with persons receiving services encountered in course of work activities.
• Relays information as necessary from and to bus drivers and/or transportation liaison.
• Directs all important situations, inquiries and questions to supervisor.
• Types records, reports, correspondence, etc.
• Types requisitions for Purchase Orders, tracks delivery of items and forwards packing slips or receiving reports to Purchasing Department.
• Orders and maintains adequate inventory of office supplies.
• Receives, opens, sorts and distributes incoming mail and packages.
• Records attendance for persons served on monthly calendar for billing purposes.
• Keeps track of staff attendance, vacations and sick leave and verifies accuracy of Time and Attendance forms.
• Maintains a filing system of administrative and program materials and keeps files current.
• Performs photocopying as needed.
• Reimburses staff for approved petty cash expenditures, maintains accurate petty cash records and arranges for replenishment as required.
• Sets up coffee and other refreshments for meetings as requested.
• Takes direction from Administrative Assistant IV if there is one in department. Provides work assignments, guidance and instructions to Administrative Assistant I and II.
• Performs other related duties as requested.

Special Requirement: Candidates for this position must be fingerprinted by the DOE. Fingerprint costs to be paid by the candidate. Fingerprinting will not need to be done unless candidate is onboarded for position.