Administrative Assistant (Bilingual in Russian/English) - Holocaust Survivor FSU

Elder Care•Brooklyn, NY

21d

About The Position

The Administrative Assistant performs administrative and business tasks for the program or department, as well as general clerical office duties. The role supports department operations through communications, records and mailing list maintenance, reporting, data entry, supply and inventory coordination, invoice and reimbursement processing, visitor assistance, and coordination of client transportation to social programs and events. The position also prepares confidential materials for the Department/Division director and completes mandatory organizational training while following policies concerning absenteeism and appearance.

Requirements

Associate’s degree, two years of college or technical school, or a high school diploma with related experience.
Two years of related experience or an equivalent combination of education and experience.
Computer knowledge and proficiency in Word, Excel, and PowerPoint.
Problem-solving ability while multitasking and ability to exercise sound judgment.
Excellent verbal and written communication skills.
Excellent customer service and organizational skills.

Nice To Haves

Experience working with seniors.

Responsibilities

Answer and screen telephone calls, provide basic information, and route calls to appropriate staff.
Receive and route incoming mail, prepare outgoing mail, and ensure proper delivery.
Maintain inventory and order office supplies as needed, coordinating with Facilities Management to follow inventory control and ordering protocols.
Maintain departmental filing systems and file correspondence and other records.
Maintain and update the client mailing list, create labels, and facilitate mailings to clients and others.
Assist with monthly service summaries, statistical reports, and other required documentation.
Greet visitors, determine the nature of their business, and direct them to appropriate staff.
Assist with submission of check requests and invoices, including staff travel reimbursements.
Copy and scan correspondence and other printed materials, and transmit faxes related to department activities.
Assist with data entry in the electronic client record-keeping system.
Prepare confidential reports, correspondence, and other materials for the Department/Division director.
Assist with coordinating client transportation to social programs and events.
Complete annual mandatory training, including training related to sexual harassment prevention, IT security, compliance, OSHA, HIPAA, and other required topics.
Follow organizational policies concerning absenteeism and appearance.
Perform other related duties as required or assigned.