Administrative Assistant III - Bronx (Bilingual Spanish)

ADAPT Community Network•Bronx, NY

13d

About The Position

Under general supervision, the Administrative Assistant III provides clerical and secretarial support to the Program Director and other staff. The role supports day-to-day program operations through reception, communications, records management, purchasing and supply coordination, attendance tracking, petty cash administration, and meeting preparation. The position requires discretion with sensitive information and respectful interaction with people receiving services, employees, and external contacts.

Requirements

High school diploma or GED.
One year of related work experience.
Ability to read, write, speak, and understand English.
Good interpersonal skills for effective interaction with employees, coworkers, other departments, and outside contacts.
Ability to maintain strict confidentiality.
Ability to work independently and handle multiple tasks simultaneously.
Knowledge of modern office practices and procedures, including business correspondence, record-keeping systems, and office equipment.
Moderate proficiency using a personal computer and appropriate software.
Good organizational skills.
Good oral and written communication skills.
Must pass the agency's computer-based software typing examination.

Nice To Haves

Some college or secretarial school.
Bilingual Spanish.

Responsibilities

Greet visitors, determine their needs, and direct them appropriately.
Answer the telephone and screen calls for the Program Director and other department staff.
Work cooperatively with other administrative assistants on joint assignments.
Interact respectfully with people receiving services encountered during work activities.
Relay information to and from bus drivers and/or the transportation liaison.
Refer important situations, inquiries, and questions to the supervisor.
Type records, reports, correspondence, and other materials.
Prepare purchase requisitions, track deliveries, and forward packing slips or receiving reports to the purchasing department.
Order and maintain an adequate inventory of office supplies.
Receive, open, sort, and distribute incoming mail and packages.
Record attendance for people served on monthly calendars for billing purposes.
Track staff attendance, vacations, and sick leave, and verify the accuracy of time and attendance forms.
Maintain and update filing systems for administrative and program materials.
Photocopy materials as needed.
Reimburse staff for approved petty cash expenditures, maintain accurate petty cash records, and arrange for replenishment as needed.
Set up coffee and other refreshments for meetings as requested.
Perform other related duties as requested.