Administrative Operations Assistant (Non-Profit) - Manhattan

AHRC NYC•New York, NY

2d•$45,000 - $50,000•Onsite

About The Position

AHRC New York City is seeking an Administrative Operations Assistant for its Real Property division. Under general supervision, the role provides a wide variety of operational and administrative support to a department head or department and oversees administrative activities for a hub or region. The assistant serves as a liaison among management, the main office or hub, and program sites; provides general office assistance; prepares reports and correspondence; responds to information requests; processes forms and requisitions; maintains databases, records, and files; and may oversee clerical staff. This is an in-office position in Manhattan, scheduled Monday through Friday from 9 a.m. to 5 p.m., for 35 hours per week. Compensation is $45,000–$50,000 per year, with a comprehensive benefits package.

Requirements

High school diploma or GED plus five years of related work experience; an associate or bachelor's degree plus two to three years of related work experience; or an equivalent combination of education and experience.
Intermediate computer skills, including knowledge of Microsoft Word, Excel, and Outlook.
Ability to learn and use agency-specific databases, such as UltiPro, Workplace, and Great Plains.
Excellent organizational and coordination skills, with the ability to manage multiple tasks simultaneously.
Independent judgment and problem-solving abilities.
Excellent interpersonal and communication skills, including experience interacting with senior management, staff, individuals with intellectual and developmental disabilities, and their families.
Ability to communicate effectively and tactfully in verbal and written forms and to establish and maintain effective working relationships.
Ability to enter information into databases, create reports and spreadsheets, and process invoices.
Experience working in a non-traditional workplace, such as one serving individuals with developmental disabilities.

Responsibilities

Supervise and coordinate administrative staff activities for a department hub, region, or program site, and serve as liaison among management, the main office or hub, and program sites.
Perform operational support activities and compile, record, and verify data related to departments, programs, attendance, personnel, and payroll records.
Prepare and update reports and spreadsheets, and track and maintain the maintenance team using the FMX system.
Track maintenance invoices for program sites; assemble maintenance contracts; and update fire alarm, sprinkler inspection, and vendor lists.
Track open projects and fleet vehicles and drivers, including maintenance, inspections, EZ Pass, and violations or tickets.
Exercise independent judgment and relieve the manager of routine actions that do not require immediate attention.
Conduct financial, budget, and contract tasks, including preparing and processing invoices in Workplace, cross-checking invoices against FMX tickets and contracts, reconciling invoices, petty cash, and credit card transactions, and preparing financial and administrative reports.
Ensure financial, statistical, and billing information is compiled and submitted on time.
Draft correspondence; create forms and spreadsheets; open and distribute mail; order supplies; schedule appointments; maintain calendars; greet visitors; and screen phone calls.
Organize and maintain paper and electronic files and respond to information requests.