Administrative Assistant (DHS)

AFRICAN AMERICAN PLANNING COMMISSION INC • New York, NY

5d

About The Position

Under the general supervision of the Program Director, Administrative Assistants are expected to perform the following principal duties and responsibilities. Provide administrative support to the Program Director and Director of Social Service. Prepare communications, such as memos, emails, invoices, reports and other correspondence Act as primary point of contact for the Program Director and respond to internal and external department requests General administrative duties such as copying and transmitting documents using various media. Handle office petty cash funds as the custodian, with oversight from the Program Director. Assist the Program Director with tracking time and attendance of employees, as requested. Provide timely reminders to the Program Director of key deadlines/trainings/events Assist the Program Director with the submission of employee program access to external departments, as requested. Organize and maintain files and databases in a confidential manner Coordinate and schedule meetings, conference calls, prepare agendas, reserve and prepare meeting rooms/facilities. Screen phone calls, redirect calls, and take messages Attend staff meetings and supervisory sessions, take minutes for meetings as required. Schedule all office equipment repairs and servicing as needed. Ensure that fax and copy machines are in working condition. Receive invoices from contracted security and review for accuracy Order, receive, track, store and distribute office supplies. Perform other tasks and assignments as requested.

Requirements

• Bachelor’s degree in a related field with at least one (1) year experience in a professional setting or,
• Associate degree with at least two (2) years of relevant experience in a professional setting or.
• High School Diploma with at least three (3) years of relevant experience in a professional setting.
• Exemplary emotional intelligence and attention to detail.
• Ability to communicate effectively, strong interpersonal and written communication skills.
• Ability to work independently and meet key deadlines
• Strong organizational and attention to detail skills
• Comfortable with fast paced, start-up culture
• Confidentiality, Privacy and Professional Boundaries - Required

Responsibilities

• Provide administrative support to the Program Director and Director of Social Service.
• Prepare communications, such as memos, emails, invoices, reports and other correspondence
• Act as primary point of contact for the Program Director and respond to internal and external department requests
• General administrative duties such as copying and transmitting documents using various media.
• Handle office petty cash funds as the custodian, with oversight from the Program Director.
• Assist the Program Director with tracking time and attendance of employees, as requested.
• Provide timely reminders to the Program Director of key deadlines/trainings/events
• Assist the Program Director with the submission of employee program access to external departments, as requested.
• Organize and maintain files and databases in a confidential manner
• Coordinate and schedule meetings, conference calls, prepare agendas, reserve and prepare meeting rooms/facilities.
• Screen phone calls, redirect calls, and take messages
• Attend staff meetings and supervisory sessions, take minutes for meetings as required.
• Schedule all office equipment repairs and servicing as needed.
• Ensure that fax and copy machines are in working condition.
• Receive invoices from contracted security and review for accuracy
• Order, receive, track, store and distribute office supplies.
• Perform other tasks and assignments as requested.

Benefits

• Health and Welfare Benefits: Medical (including prescription coverage), Dental & Vision
• Commuter Benefits
• Employee Assistance Program
• Paid Holidays, Annual Paid Time Off (23 days)
• Life Insurance
• Long Term Disability
• Retirement Benefits Plan (403B)
• You may also get your college student debt forgiven tax free on Federal Direct Loans created under the College Cost Reduction and Access Act of 2007, PSLF, if you work full-time and after making 120 qualifying monthly payments under a Qualifying Repayment Plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees