Administrative Assistant (49532)

CARE FOR THE HOMELESS•New York, NY

2d•$45,000 - $46,500

About The Position

This position is responsible for assisting the office administrator/procurement associate with front and back-office activities, including the reception area, mail, large purchasing requests, and facilities. Assist with providing arrangements for office meetings.

Requirements

Education: High School diploma required; some higher education preferred.
Experience: Minimum three years of administrative experience in a similar office environment
Skills: Excellent interpersonal skills; able to communicate efficiently with all levels of staff and clients, resulting in a calm, professional and respectful attitude always
Ability to multi-task and operate in a fast-paced environment
Extremely strong organizational skills and the ability to organize others
Ability to operate with minimum supervision, yet knows when to reach out for assistance and guidance
Ability to maintain a calm, professional and respectful manner in dealing with diverse staff
Strong computer skills; highly proficient with MS Office
Excellent written and oral communication skills

Responsibilities

Answered multi-line phone system and direct calls to appropriate staff.
Routed messages, documents, and test results to the appropriate physician and/or staff member
Entered and scanned classified information into the database.
Covered reception area assisting clients to their destination and fielding general inquiries.
Assists with meeting set-up and clean-up as needed.
Processes all mail for the agency (distribution & end-of-day postage); receives and distributes all deliveries; track UPS/FedEx/RDS packages.
Assist with supervising the maintenance and alteration of office areas and equipment (e.g. kitchen, conference rooms, copier, as well as layout, arrangement, and housekeeping of office facilities
Assists with the organization and execution of special events, meetings i.e. ordering and setting up respective refreshments.
Ensures the kitchen and pantry are clean and fully stocked, as well as paper goods for restrooms.
Assist when needed with purchasing and maintenance of adequate stock of office & kitchen supplies.
Assists and supports other office staff with their purchases of supplies or equipment.
Provides general administrative and clerical support to agency personnel.
Remains alert to issues of office security and safety of the facility
Perform other duties as assigned.