Administrative Assistant - 4495

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 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.

RESPONSIBILITIES

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 on as 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.

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.

Greeting clients answering the phone and referring clients to appropriate staff

Keeping logs of MetroCard and Gift cards distributed and monitoring accurate accounting for these cards.

Entering data into Salesforce eSHARE & AIRS as needed.

Reporting problems with technology to the IT department.

Serving client meals daily.

Assisting with organizing and distributing pantry.

Documenting temperatures on fridge and freezer daily.

Opening the office and setting up the client space daily.

Perform additional duties as assigned by manager.

QUALIFICATIONS

Associate degree preferred High School Diploma or equivalent and two 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.

Bilingual English/Spanish preferred.

Food Protection Certificate preferred.

SKILLS/ABILITIES

Excellent communication writing and interpersonal skills

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 climb five flights of stairs if required

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

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 .

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