Administrative Assistant

Vocational Instruction Project•Bronx, Manhattan, Queens, Brooklyn, NY

6d•$45,000 - $50,000

About The Position

The Administrative Assistant supports the operation and management of the department by advising the Director and Assistant Director on office procedures, handling communications, coordinating supplies and facilities requests, maintaining records and office systems, and scheduling meetings and training. The role also prepares and proofreads reports, letters, time cards, expense reports, statistical data, and other departmental documents, and attends meetings and required in-service training. The work schedule is not a set 9:00 a.m.–5:00 p.m. schedule; hours can vary.

Requirements

Bachelor’s degree, or an associate degree with a concentration in Secretarial Science or Business, and five years of administrative experience.
Three years of administrative experience.
Two years of experience with budgeting and facilities management.
Ability to type accurately at 30 words per minute.
Two years of experience with Microsoft Office and Excel.
Ability to speak, read, and write English.
Must possess sight and digital senses, or prosthetics enabling completion of the essential job functions.

Nice To Haves

Bilingual ability is preferred.

Responsibilities

Advise the Director and Assistant Director on matters relating to department operations.
Respond to telephone inquiries, take messages professionally, and manage the departmental voicemail system and telephone logs.
Respond to work orders, prioritize requests, and provide direction to maintenance staff.
Perform data entry into systems.
Maintain kitchen inventory and ensure compliance with policies and regulatory requirements.
Prepare and maintain office records in accordance with agency requirements.
Contact outside agencies or respond to their correspondence as required or instructed.
Coordinate and order supplies according to procedure.
Assist in advising new departmental staff about policies, work standards, and schedules.
Maintain office equipment and request repairs as needed.
Schedule meetings and appointments and maintain the office calendar as required by the Director and Assistant Director.
Organize and coordinate training programs for departmental staff as needed or directed.
Administer the office petty cash program, maintain records, and submit replenishment check requests.
Maintain systems for filing and reconciling bills.
Maintain good working relationships with staff throughout the agency.
Perform other duties as assigned by the Director.
Prepare expense reports according to schedule.
Collect, maintain, and prepare statistical data and reports that support department operations and management.
Prepare departmental time cards within established timeframes and procedures.
Process letters, reports, and other departmental documents using word processing.
Proofread letters, reports, and other departmental documents.
Prepare reports for internal and external distribution, and photocopy and assemble materials as required.
Attend meetings as assigned and annual in-service training as required or mandated.