Administrative Assistant

Administrative Assistant

Job Description

Organizational Summary

Position:Administrative Assistant - HQ

Department:Aging Health and Wellness Services

Reports to:SeniorDirector Aging Health and Wellness Services

Hours:Full-Time; 8:30am-4:30pm

Salary:$22.00 per hour

FLSA:Non-Exempt

Location:On-site

Union Settlement Aging Health and Wellness Department program overview: Union Settlement has been providing essential services to East Harlem seniors for over a century. Our senior population of over 1400 seniors relies heavily on Union Settlement to help meet their everyday needs. We offer healthy aging programs at our 5 seniors centers NORC and assistance to the homebound elderly. We connect seniors with transportation counseling nutritious meals and volunteer opportunities.

Position Summary:

The Administrative Assistant (AA) is responsible for providing essential support to the Executive Director of the Aging Health and Wellness (AHW) department as well as support for the AHW department units. The (AA) will help ensure day-to-day operations run smoothly and efficiently. The (AA) is the first point of contact for clients customers and employees and a wide range of administrative tasks.

Responsibilities:

• Provide information about Aging Health and Wellness to individuals who inquire by phone or in person or direct individuals to the appropriate party.
• Assist with project management research data entry or other tasks as directed by leadership or team members.
• Complete forms in accordance with company procedures.
• Compose type and distribute meeting notes routine correspondence and reports.
• Mail newsletters promotional material and other information.
• Maintain scheduling and event calendars.
• Make copies of correspondence and other printed material.
• Open read route and distribute incoming mail and other material and prepare answers to routine letters.
• Set up and maintain paper and electronic filing systems for records correspondence and other material.
• Learn to operate new office technologies as they are developed and implemented.
• Work with Executive Director/Deputy Director on maintaining financial systems. Including but not limited to uploading invoices/receipts
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations assist with BTQ/Financial Coding System and Petty Cash.
• Manage and track office and maintenance supplies to ensure the office remains well-stocked and organized.
• Additional duties as assigned by the Executive Director

Qualifications:

• High school diploma or GED.
• Desire or interest in working with aging populations
• Must maintain client confidentiality
• Must be proficient with the internet and have good understanding of Microsoft word and excel
• Good organizational ability time management and interpersonal skills.
• Good written and oral communications skills.
• The candidate must be self-motivated organized have an attentiveness to detail
• Bilingual (English/Spanish) a plus.

C O REC OMPETENCI ES

• Leading Others:
• Facilitating Change:Approacheschallenges with creativity and flexibility. Demonstrates analytical thinking. Guides change to meet Union Settlements goals.
• Managing Performance:Evaluates and revises goals semi-annually with the team. Provides consistent supervision anddocumentsperformancehighlightsandconcerns
• Applying and Developing Expertise:Embraces and leads the team to achieve effectively
• Communicating and Collaborating: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.