Administrative Assistant @ PS 169 - Spanish Bilingual Required

Administrative Assistant Bilingual (Spanish/English) Required

To provide essential multi-faceted support to CFL's school-based program, particularly through office/administrative duties and family engagement.

Specific responsibilities include, but are not limited to:

• Assist with daily administrative tasks: maintaining weekly attendance rosters, keeping accurate daily headcounts, and overseeing sign-out for early pick-ups
• Answering office phones, making phone calls to parents as needed
• Check voicemail, site email, and other communication apps and respond accordingly
• Maintain online attendance databases and run regular data reports to check for accuracy
• Manage enrollment processes, transferring registration information from paper forms to online system and creating rosters in Excel
• Ensure that student and staff files are up to date throughout the course of the year (including newly enrolled students & new hires)
• Keep highly organized paper/electronic files and detailed spreadsheets
• Clean and organize office space; responsible for upkeep of technology, equipment, and office supplies
• Design and implement new systems to streamline administrative procedures
• Make and distribute copies of permission forms and flyers; compose and send email blasts with program announcements
• Occasionally supervise and provide social-emotional support to program participants in groups and individually
• Translate program and parent outreach documents
• Provide sensitive interpretation services during conversations and interventions with students and families
• Contribute to the planning and execution of special events and other community building activities
• Attend weekly staff meetings and other mandatory professional development workshops
• Some evening and weekend hours required throughout the year; may occasionally stay after scheduled shift to supervise late pickup
• Adhere to all agency and NYC Public School policies, including dress code which requires a CFL T-shirt (provided) and clothing/shoes that allow you to move comfortably

Qualifications:

• Education/Degree minimum requirement: High School Diploma or Equivalency Diploma; bachelor's degree a plus
• Experience: 2 years of after-school program/office experience or currently in college
• Good verbal and writing skills
• Highly organized and able to manage time efficiently
• Excellent organizational skills
• Detail-oriented, dependable, and pro-active
• Strong Youth Development background
• Skilled in working with youth of all ages
• Flexibility and the ability to work well as a member of a team
• Interested in creating positive experiences for groups of youth, including participants with special needs and challenging behaviors
• Bilingual: English/Spanish required
• Employment is contingent upon successful completion of a background check and medical clearance, which will be conducted after a conditional offer is made and accepted.

Relationship with others:

• Build and maintain positive working relationships and daily interactions with participants, volunteers, co-workers, and supervisors
• Be willing to fully engage in all professional development spaces, including staff meetings and individual meetings with supervisor
• Effectively communicate with children, teenagers, parents and outside agency staff
• Maintain contact as needed with participant's families, school personnel, external community groups to co-exist in the same space
• Be willing to give and receive feedback from supervisors, colleagues, students and other school stakeholders in a constructive and respectful manner
• Have a strong sensitivity to cultural differences present among staff and clients within our organization.
• Possess a strong belief in people's ability to grow and change
• Forge a mutually respectful partnership with the people served and their families.
• Be willing to reflect on and expand understandings of authority, boundaries, positionality, and conflict resolution

Working conditions:

• Actively engage and interact with children, teens, families, coworkers and outside agency staff each day
• Fast paced, high-energy environment
• Work primarily in an office setting
• Considerable time is spent at a desk using a computer
• Share an office/desk with other program staff
• Flexible working in an office setting and non-traditional classroom spaces

Benefits:

• Voluntary life, disability, flexible spending account, and 403(b) retirement plan
• 12 paid holidays, 2 floating holidays, and up to 20 paid vacation days per year. One sick day per month

Scope of responsibility: The Administrative Assistant focuses on completing essential administrative tasks to support the management of the organization and program.

School year schedule 2026-2027 (Role begins early September):

• 20-24 hours per week
• Schedule: Monday Friday, 2pm to 6pm; Individual schedule assigned by supervisor depending on program needs.
• One bi-weekly evening meeting, to be scheduled
• Occasional holiday camps, extended professional development days, must attend CFL Agency Wide Retreat
• Timeframe: September 2026 June 2027

NYC Equal Employment Opportunity Statement:

It is the Agency's policy to provide equal employment opportunity for all applicants and employees. Center for Family Life in Sunset Park does not unlawfully discriminate on the basis of actual or perceived race, sexual and reproductive health decisions, height and weight, color, religion, religious creed, sex, sexual and reproductive health decisions, gender, gender identity, gender expression and sex stereotyping, national origin, ancestry, citizenship, age, physical or mental disability, legally protected medical condition or information, family care or medical leave status, military caregiver status, military status, veteran status, marital status, domestic partner status, sexual orientation, status as a victim of domestic violence, sexual assault or stalking, enrollment in a public assistance program, engaging in protected communications regarding employee wages, requesting a reasonable accommodation on the basis of disability or bona fide religious belief or practice, or any other basis protected by local, state, or federal laws. Consistent with the law, CFLSP also makes reasonable accommodations for disabled applicants and employees; for pregnant employees who request an accommodation with the advice of their health care providers, for pregnancy, childbirth, or related medical conditions; for employees who are victims of domestic violence, sexual assault, or stalking; and for applicants and employees based on their religious beliefs and practices.

Interested candidates should submit a resume and cover letter detailing their relevant experience and commitment to our mission to Stephanie Ruiz View email address on click.appcast.io with job title in subject line or apply directly through the application on Paylocity with their resume and cover letter.

Center for Family Life in Sunset Park