Administrative Assistant 4865

BronxWorks helps individuals and families improve their economic and social well-being. From toddlers to seniors we feed shelter teach and support our neighbors to build a stronger all aspects of our work we strive for the highest ethical and performance standards and are guided by the belief that people are to be treated with dignity and respect regardless of their present situation or past experiences.

Across our 60 locations we provide programs in a variety of service areas including workforce development children youth families seniors and homeless prevention.

Safe Options Support (SOS) teams address the needs of individuals experiencing homelessness on the street and in public transit locations. This is done by offering direct linkages to services that address their immediate needs including transitional housing placement connection to medical and mental health care and access to benefits. Additionally SOS provides support during the period of transition from street homelessness to stable housing. SOS Teams are comprised of licensed behavioral health clinicians registered nurses care managers and peer specialists.

This is an excellent opportunity to play a pivotal role in the Governors newly launched innovative Safe Options Support (SOS) program which will provide comprehensive care to street homeless or subway dwelling individuals.

Our full time Administrative Assistant is responsible for office operations including managing the reception desk answering phones greeting clients data entry and records filing receiving and sending mail and supplies/equipment inventory and purchasing. The Administrative Assistant provides high level support to program administrators and maintains the programs credit cards MetroCards and other goods. The Administrative Assistant is also responsible for assisting with other tasks as needed to help support the program. These tasks can include client intake and field work.

RESPONSIBILITIES

Fiscal

• Purchase office supplies and/or equipment including maintaining appropriate documentation of purchasing decisions and submitting purchase orders packing slips and invoices to the fiscal department on a timely basis.
• Utilize purchasing software including Nexonia/Emburse to submit accurate and timely records for Expenses Purchasing and Billing.
• Submit staff reimbursement requests to the fiscal department in a timely and accurate manner.

Compliance

• Maintain inventory log on a monthly basis for all items equipment and furniture purchased transferred traded in or discarded.
• Maintain Critical File to ensure site compliance with regulatory agencies such as Department of Health Department of Labor etc.
• Ensure that all office equipment is in working condition. Communicate with IT and fiscal departments as necessary to problem solve.
• Scan log and file charts for discharged clients. Assist with storing client files.

Client Services

• File and copy client documents and charts.
• Enter client data into relevant databases (StreetSmart AWARDS and CARES). Data entry includes bed and housing placements client demographics and notes. Flag data discrepancies to supervisory staff.
• Manage reception desk and greet clients entering the office.
• Answer office phone record and pass messages to relevant staff.
• Other duties as assigned.
• Receive sort and distribute client mail.

Miscellaneous

• Assist with staff hiring including completing phone screens and reference checks and facilitating writing samples.
• Maintain office organization and cleanliness.
• Organize meetings and staff events.

QUALIFICATIONS

• Associates degree or high school diploma or equivalent and two years related experience.
• Strong oral and written communication skills
• Detail-oriented and resourceful with strong time management and organizational skills
• Proficiency in modern business communications including personal computer electronic mail voicemail facsimile and copier equipment.
• Prior experience with office management a plus.
• Proficiency in basic filing principles and standard correspondence formats.
• Bilingual/multilingual preferred but not required.
• Drivers license preferred but not required.

PHYSICAL REQUIREMENTS

• Good time management writing and communication skills.
• Ability to work on a team.
• Community minded patient creative flexible and compassionate.
• Demonstrated proficiency with MS Office electronic databases and prolonged use of a computer.
• 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 to conduct home visits and/or fieldwork.
• 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.
• TB Test required within the first 120 days of employment.

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 .