East Side House Settlement is hiring: Administrative Assistant in New York

Job Details

Early Learn Mott Haven - Bronx NY

$20.00 - $22.00 Hourly

Position Title

Administrative Assistant

Department

Early Childhood Education

Site / Location

All Sites

Job Classification (HR Use Only)

Exempt

Full Time

Salary Range

$20 - $22 per hour

Reports To

Assistant Executive Director

MISSION STATEMENT

East Side House cares for the individuals families and communities we serve by expanding opportunities to live more fulfilling lives through education career and supportive services.

JOB DESCRIPTION

Summary / Objective

East Side House (ESH) is a community resource in the Bronx and Northern Manhattan. We believe education is the key that enables all people to create economic and civic opportunities for themselves, their families and their community. ESH's Early Childhood Education Program aligns with our mission by providing high quality programs and services within community centers and school partnerships.

Reporting to the Assistant Executive Director, the Administrative Assistant will oversee office operations within the Early Learn program for example reception area, mail handling, processing purchase requests, report generation etc. Subsequently meeting the administrative needs of the department and driving office operations in an efficient manner to support staff in the day-to-day administration of the Early Childhood program.

Under the direct supervision of the Assistant Executive Director, the Administrative Assistant is expected to perform each essential duty of this position in a satisfactory manner. The requirements listed below are representative but not limited to the knowledge, skills and / or ability required.

Essential Functions and Responsibilities

• Completes a broad variety of administrative tasks for the Administrative Assistant including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans itineraries and agendas; and compiling documents for travel-relating meetings.
• Prioritizes conflicting needs; handles matter expeditiously proactively and follows-through projects to successful completion often with deadline pressures.
• Participates as an adjunct member of the Leadership Team including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of the Leadership Team meetings and all staff meetings.
• Provide efficient administrative and office management services to ensure Early Childhood Education administrative needs are met and departmental operations are at optimum level.
• Prepare departmental communiques and disseminate Early Learn community customers and partners; respond to inquiries and alleviate concerns.
• Records management; create retrieve and return files; receives and validate documents; audit files / records to ensure standards are met.
• Develop and execute workflows to ensure timely and efficient communications receiving and fulfilment of work requests status updates on projects and tasks etc.
• Manage office operations; reception desk ordering and dissemination of office supplies inventory of equipment and supplies scheduling and coordination of meetings etc.
• Establish positive working relationships with departments agencies community etc. to ensure understanding and accordance with service standards and expectations.
• Liaison with Human Resources (HR) regarding new hires and SW interns on-boarding; ensures requisite documentation is complete and submitted to HR in a timely manner.
• Answer multiple telephone lines and forward calls to the appropriate parties: and take accurate messages.
• Maintain appearance and cleanliness of the reception area i.e. desk mail / literature cabinet mailboxes etc.
• Decorate and maintain the bulletin board with job postings information from the program etc.
• Complete check requests.
• Arrange and coordinate pick-ups by FedEx UPS USPS etc. Acquire reference information as to account allocation.
• Log incoming packages and overnight and express deliveries upon arrival. Notify recipients of packages and overnight deliveries immediately.
• Assist Early Childhood Education Leadership Team with other projects as needed.

Program Operations Duties and Responsibilities

• Assemble and prepare data for employee data reports.
• Assist with job postings and resume distribution.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

Education / Experience

• Bilingual in English / Spanish
• Associate degree with prior experience preferred
• High School Diploma with prior experience
• Demonstrated knowledge of community service / development.

Competencies

• Teamwork Orientation
• Initiative
• Sound Decision Making
• Communication Proficiency (written and verbal)
• Customer / Client Focus
• Time Management
• Attention to detail
• Organizational Skills

Clearance

Employees must be clear to work at ESH. Employment is contingent upon successful completion of background checks and / or screenings.

Supervisory Responsibility

N / A

Physical Demands

This role may involve occasional lifting or moving of items up to 25 pounds and routine use of standard office equipment. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Expected Work Schedule

The work schedule expected for this position is: Monday through Friday from 8am to 4pm as aligned to the needs of the program / service. The schedule may be adjusted based on ESH's operational needs with notice provided whenever possible.

EEO Statement

East Side House (ESH) is an Equal Opportunity Employer and strongly encourages individuals with disabilities and veterans to apply. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.