Administrative Assistant
Administrative Assistant
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$ 21 - 21
1 Vacancy
Job Description
Administrative Assistant
Job Description
Organizational Summary
Union Settlement is an East Harlem based nonprofit organization founded in 1895. For 128 years Union Settlement has provided critical and innovative programming to children youth families and older adults. As a pioneer of the settlement house movement Union Settlement continues to meet the needs of the everchanging East Harlem community through its core programs. Through these programs New Yorkers gain opportunities develop skills and become empowered to pursue and achieve their dreams.
Today Union Settlement provides services through 33 program sites in approximately 28 locations. Union Settlements current programmatic portfolio includes 8 core program areas: Early Childhood Education Youth Services (including after school programs) Family Services (including the Family Enrichment Center and the Family Childcare Network) the East Harlem Community Partnership Adult Education Mental Health Services Older Adult Centers and Economic Development. Union Settlement serves more than 10000 individuals and nearly 1000 businesses every year.
Strengthened by a dynamic diverse and collaborative workforce of more than 350 employees Union Settlement also serves as a connector convener and advocate for East Harlem and its partners. To learn more about Union Settlement visitwww.unionsettlement.
Position: Administrative Assistant
Department: Early Childhood Education/Family Childcare Network
Reports to: Family Childcare Network Director
Hours: FullTime; 8am 4pm
Salary:21.97 per hour
FLSA: NonExempt
Location:Onsite
Position Summary:
The Administrative Assistant is responsible for managing the daytoday administrative projects of the Family Childcare Network. This includes tracking employee recruitment tracking staff vacancies and staff credentials coordinating the multitude of paperwork needed to hire new staff and attending department and agency meetings as needed. General administrative duties including but not limited to answering the phone taking messages filing photocopying ordering and tracking office supplies maintaining the copy/fax machine overseeing internal and external mail distribution.
Responsibilities:
- Receive and greet all staff families and guests at the Network ensuring that all guests and consultants sign into appropriate logs.
- Answer and direct all incoming phone calls for the Network; take and relay messages when appropriate.
- Tracking childrens enrollment and attendance.
- Calculate monthly CACFP claim forms and submit information for providerpayment on a monthly basis.
- Completing and submitting childcare applications with families for enrollment.
- Collecting and keeping track of parent childcare fees and submitting paymentsto the Finance Department.
- Submit invoices and receipts to the Finance Department.
- Invoices and payment coding into the Windsscapte/DocLink system.
- Operate electronic mail systems and coordinate the flow of information bothinternally and with other organizations.
- Create maintain and update personnel files for the Family Childcare Network Department.
- Maintain confidentiality in regards to all reports and files including employee personnel files.
- Coordinate the processing of mandated personal clearances (for prospective and current employees) including but not limited to the Department of Investigation
(DOI) NY State Central Registry (SCR) and Child Abuse and Maltreatment certifications. - Create maintain and amend the timeline for completion of reports throughout the program year.
- Complete forms in accordance to agency procedures.
- Compose and distribute meetings notes memos routine correspondence andreports.
- Mail newsletters promotional materials and other information.
- Maintain scheduling and events calendars.
- Open read route and distribute incoming mail and other materials and prepareanswers to routine letters.
- Setup and maintain paper and electronic filing systems for records correspondence and other material.
- Schedule special events trips etc. for the entire Family Childcare Network.
- Assist with planning and organizing all meetings training workshops and eventsfor the Family Childcare Network.
- Learning to operate new office technologies as they are developed and implemented.
- Prepares reports for the funding source.
- Orders equipment supplies and other materials approved by the Director.
- Additional duties as assigned by the Director of the Family Childcare Network.
Qualifications:
- Associates Degree or related field
- Proven work experience as an administrative assistant
- Handson experience with office equipment (e.g. fax machines and printers)
- Solid written and verbal communication skills
- Ability to be resourceful and proactive when issues arise
- Excellent organizational skills
- Multitasking and timemanagement skills with the ability to prioritize tasks
- Customer service attitude
- Ability to perform multiple tasks effectively in a fastpaced challenging and constantly changing environment
- A dedicated work ethic
- Ability to work independently
- Professional attitude and appearance a must
- A strong desire to help improve the lives of the residents in the East Harlem community.
- Bilingual (English/Spanish/French) preferred
CO RECOMPETENCIES
- LeadingOthers:Createsasenseofurgencythroughouttheorganizationontheimportanceofachievingoutcomes.Inspiresinfluencesandenablesteammemberstoreachtheirgoals
- Facilitating Change:Approacheschallenges with creativity and flexibility. Demonstrates analytical thinking. Guides change to meet Union Settlements goals.
- ManagingPerformance:Evaluates and revises goals semiannually with the team. Provides consistent supervision anddocumentsperformancehighlightsandconcerns
- ApplyingandDevelopingExpertise:Embraces and leads the team to achieve milestones.Seeksandsupportsprofessionaldevelopmentopportunitiesforteammembers.Managesfinancesandbudgets effectively
- CommunicatingandCollaborating:Listens well and actively engages with others with honesty and integrity and holdsteamaccountabletothesamestandard
Union SettlementsDiversityEquity&InclusionCommitment
Union Settlement is an equal opportunity employer. They do not discriminate on the basis of race color religion marital status age national origin physical or mental disability gender sexual orientation gender identity or expression veteran status or any other status protected under federal state or local law.
Employment Type
Full-Time
