Administrative Assistant (DHS)
About The Position
The Administrative Assistant provides administrative support to the Program Director and Director of Social Service under the general supervision of the Program Director. The role serves as a primary point of contact for the Program Director, handles internal and external requests, prepares correspondence and reports, and supports office operations. Responsibilities also include confidential file and database maintenance, meeting coordination, petty cash custody, employee time and attendance tracking assistance, invoice review, and ordering and managing office supplies. The position is located at Sleep Inn Gowanus in Brooklyn, New York, and is full-time with a morning shift.
Requirements
- A bachelor's degree in a related field and at least one year of experience in a professional setting; or an associate degree and at least two years of relevant experience in a professional setting; or a high school diploma and at least three years of relevant experience in a professional setting.
- Exemplary emotional intelligence and attention to detail.
- Effective communication skills, including strong interpersonal and written communication skills.
- Ability to work independently and meet key deadlines.
- Strong organizational skills and attention to detail.
- Comfort working in a fast-paced, start-up culture.
- Confidentiality, privacy, and professional boundaries are required.
Responsibilities
- Provide administrative support to the Program Director and Director of Social Service.
- Prepare memos, emails, invoices, reports, and other correspondence.
- Serve as the primary point of contact for the Program Director and respond to internal and external department requests.
- Perform general administrative duties, including copying and transmitting documents using various media.
- Act as custodian of office petty cash funds, with oversight from the Program Director.
- Assist the Program Director with tracking employee time and attendance, as requested.
- Remind the Program Director of key deadlines, trainings, and events in a timely manner.
- Assist with submitting employee program access requests to external departments, as requested.
- Organize and maintain files and databases confidentially.
- Coordinate and schedule meetings and conference calls; prepare agendas; and reserve and prepare meeting rooms or facilities.
- Screen phone calls, redirect calls, and take messages.
- Attend staff meetings and supervisory sessions and take meeting minutes as required.
- Schedule repairs and servicing for office equipment as needed, and ensure fax and copy machines are working.
- Receive and review invoices from contracted security for accuracy.
- Order, receive, track, store, and distribute office supplies.
- Perform other tasks and assignments as requested.
Benefits
- Medical insurance, including prescription coverage
- Dental insurance
- Vision insurance
- Commuter benefits
- Employee Assistance Program
- Paid holidays
- Annual paid time off (23 days)
- Life insurance
- Long-term disability coverage
- Retirement benefits plan (403B)
- Potential tax-free forgiveness of eligible Federal Direct Loan college debt through PSLF after 120 qualifying monthly payments while working full-time
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
