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

Selfhelp Community Services•New York, NY

22d•$20 - $23

About The Position

Performs administrative and business tasks for the program or department, in addition to general clerical office duties. The role supports departmental operations, client communications and recordkeeping, reporting, financial paperwork, and coordination of client transportation to social programs and events. It also requires completing mandatory annual trainings and following organizational policies regarding 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, XL, and PowerPoint.
Problem-solving ability while multitasking and the ability to exercise sound judgment.
Excellent verbal and written communication skills.
Excellent customer service and organizational skills.
Ability to frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 100 pounds.

Nice To Haves

Experience working with seniors is preferred.

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 office-supply inventory and order supplies as needed, following inventory-control and ordering protocols in coordination with Facilities Management.
Maintain departmental filing systems and file correspondence and other records.
Maintain and update client mailing lists, create labels, and facilitate mailings.
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 documents and transmit faxes related to department activities.
Assist with data entry in the electronic client recordkeeping system.
Prepare confidential reports, correspondence, and other materials for the Department or Division director.
Assist with coordinating client transportation to social programs and events.
Perform other related duties as required or assigned.
Complete annual mandatory trainings in a timely manner, including training on sexual harassment prevention, IT security awareness, compliance, OSHA, HIPAA, and other topics required by the organization.
Follow organizational policies regarding absenteeism and appearance.