Administrative Assistant- 4540

BronxWorks helps individuals and families improve their economic and social wellbeing. From toddlers to seniors we feed shelter teach and support our neighbors to build a stronger community. In all aspects of our work we strive for the highest ethical and performance standards and is guided by the belief that people are to be treated with dignity and respect regardless of their present situation or past experiences. We have 65 locations throughout the borough providing a variety of programs that offer assistance in the areas of family children and youth support educational services elder care homelessness mental health and workforce development. We are an employer of choice for anyone interested in a meaningful career in the social services field.

QUALIFICATIONS (education professional certifications or licenses experience):

Associates degree or high school diploma or equivalent and four years related experience

Proficiency in modern business communications including personal computers electronic mail voicemail facsimile and copier equipment

Proficiency in basic filing principles and standard correspondence formats

Minimum typing speed of 50 words per minute

NYC Food Protection Certificate a plus required within 6 months of hire

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Coordinate the activities of various support staff to ensure adequate staffing for answering phones entering data copying and mailing of documents etc.

Ensure that all office equipment is in proper working order

Maintain and update all required postings of employment law notices employee notices and certificates of insurance

Purchase office supplies and/or equipment including maintaining appropriate documentation of purchasing decisions and forwarding purchase orders packing slips and invoices to the fiscal department on a timely basis

Review invoices for accuracy and forward to fiscal department on a timely basis

Maintain inventory log on a monthly basis for all items equipment and furniture purchased transferred traded in or discarded. Inventory logs are forwarded to the Assistant to the Executive Director annually

Maintain and balance office petty cash fund by collecting expense vouchers reimbursing staff and reconciling and submitting vouchers to fiscal on at a minimum a monthly basis

Maintain OSHA data sheets training logs office certificates etc. to ensure site compliance with regulatory agencies such as Department of Health Department of Labor etc.

Supervise support staff such as program assistants and volunteers by coordinating assignments and evaluating staff on a monthly and yearly basis

Collect organize and forward time sheets to the human resources department by 11 a.m. on the Friday preceding the Thursday pay day

Maintain contract personnel time sheet and signin log files

Draft copy fax and file memoranda letters and other agency documents

Maintain calendar schedule appointments and arrange meeting rooms

Submit monthly progress reports to supervisor

Assist with the collection of documents for audits and submission of proposals. Deliver and/or pick up documents to/at BronxWorks offices funding sources and or other agencies

Assume responsibilities of program assistant when necessary

Perform additional duties as assigned

RESPONSIBILITIES:

Provide general support outreach and promotion for Saturday programming and Saturday Program and Community Health Programs

Data entry

Assist with payment reconciliation of programming billing

Perform program tracking and record keeping

Perform program outreach

Develop program outreach materials including flyers social media posts

Provide office support including clerical filing faxing scanning typing and photocopying

Assist with audit preparation Greet program participants and answer participant questions

Report to and meet with supervisor on a weekly basis or as determined

Perform additional duties as needed

Program Specific Responsibilities

Work closely with Community Health team

Work closely with Program Coordinators

Assist with preparing materials workshop schedule confirming participants taking inventory of equipment

Perform data entry work

Greet participants attending Saturday programming

Answer participant questions and provide instructions when needed

Ensure activity spaces are ready for programming and have materials needed for activities

Asist with participant meal service for breakfast and lunch

Reconcile consultant invoices to ensure timely payments for services

Reconcile kitchen invoices for participant meals

Review invoices for accuracy and follow up with appropriate staff when needed Maintain calendar schedule appointments and arrange meeting rooms

Assist with the collection of documents for program reports

Purchase office supplies and/or equipment including maintaining appropriate documentation for reconciling invoices in Nexonia (fiscal payment system) in a timely manor

PHYSICAL REQUIREMENTS:

Ability to use a computer for prolonged periods.

Ability to occasionally lift and/or move up to 10 pounds.

Ability to stand walk or sit for long periods of time.

Ability to bend and retrieve objects and/or documents.

Ability to travel in the boroughs of New York City and its adjacent counties via public transportation.

Ability to travel for a minimum of 1 mile within a reasonable amount of time and in all types of weather including inclement weather if required to conduct home visits and/or field work.

BronxWorks seeks to build an inclusive organization grounded in respect for differences. BronxWorks is committed to equal employment opportunity and providing reasonable accommodations to qualified candidates and employees pursuant to applicable law. This commitment applies to all terms conditions and privileges of employment including but not limited to recruitment hiring compensation training and employee development placement promotion demotion upgrading downgrading transfer layoff and termination. We value and encourage diversity and solicit applications from all qualified applicants without regard to race color gender sex age religion creed national origin ancestry citizenship marital status sexual orientation physical or mental disability medical condition military and veteran status gender identity or expression genetic information status as a victim of domestic violence or any other characteristic protected by federal state or local law. If you require reasonable accommodation as part of the application process please contact