Administrative Assistant

BronxWorks helps individuals and families improve their economic and social well-being. From toddlers to seniors, we feed, shelter, teach, and support our neighbors to build a stronger community. In all aspects of our work, we strive for the highest ethical and performance standards and guided by the belief that people are to be treated with dignity and respect regardless of their present situation or past experiences. We have 60 locations throughout the borough providing a variety of programs that offer assistance in the areas of family, children and youth support, educational services, elder care, homelessness, mental health, and workforce development. We are an employer of choice for anyone interested in a meaningful career in the social services field. 

Qualifications

• · Associates degree, or high school diploma or equivalent and four years related experience
• · Proficiency in English required, Spanish also required, 
• · French language also preferred. 
• · Proficiency in modern business communications including personal computers, electronic mail, voicemail, facsimile and copier equipment
• · Proficiency in basic filing principles and standard correspondence formats
• · Minimum typing speed of 50 words per minute
• · NYC Food Protection Certificate a plus, required within 6 months of hire

Essential Duties and Responsibilities

• · Coordinate the activities of various support staff to ensure adequate staffing for answering phones, entering data, copying and mailing of documents, etc.
• · Ensure that all office equipment is in proper working order
• · Maintain and update all required postings of employment law notices, employee notices and certificates of insurance
• · Purchase office supplies and/or equipment, including maintaining appropriate documentation of purchasing decisions and forwarding purchase orders, packing slips and invoices to the fiscal department on a timely basis
• · Review invoices for accuracy and forward to fiscal department on a timely basis
• · Maintain inventory log on a monthly basis for all items, equipment and furniture purchased, transferred, traded in or discarded. Inventory logs are forwarded to the Assistant to the Executive Director annually
• · Maintain and balance office petty cash fund by collecting expense vouchers, reimbursing staff, and reconciling and submitting vouchers to fiscal on, at a minimum, a monthly basis
• · Maintain OSHA data sheets, training logs, office certificates, etc., to ensure site compliance with regulatory agencies, such as Department of Health, Department of Labor, etc.
• · Supervise support staff, such as program assistants and volunteers by coordinating assignments and evaluating staff on a monthly and yearly basis
• · Collect, organize and forward time sheets to the human resources department by 11 a.m. on the Friday preceding the Thursday pay day
• · Maintain contract, personnel, time sheet and sign-in log files
• · Draft, copy, fax and file memoranda, letters and other agency documents
• · Maintain calendar, schedule appointments and arrange meeting rooms
• · Submit monthly progress reports to supervisor
• · Assist with the collection of documents for audits and submission of proposals. Deliver and/or pick up documents to/at BronxWorks offices, funding sources and or other agencies
• · Assume responsibilities of program assistant when necessary
• · Perform additional duties as assigned
• · Provide general support, outreach, and promotion for Saturday programming and ESOL program, Saturday Program, and Community Health Programs
• · Data entry, ESOL testing
• · Assist with payment reconciliation of programming billing
• · Perform program tracking and record keeping
• · Perform program outreach
• · Develop program outreach materials, including flyers, social media posts
• · Provide office support including clerical, filing, faxing, scanning, typing, and photocopying
• · Assist with audit preparation
• · Greet program participants and answer participant questions
• · Report to, and meet with, supervisor on a weekly basis or as determined
• · Perform additional duties as needed

Program Specific Responsibilities

• · Work closely with Community Health, ESOL, and Workforce Program teams
• · Work closely with Program Coordinators
• · Assist with preparing materials, workshop schedule, confirming participants, taking inventory of equipment
• · Perform data entry work
• · Greet participants attending Saturday programming
• · Answer participant questions and provide instructions when needed
• · Ensure activity spaces are ready for programming and have materials needed for activities
• · Asist with participant meal service for breakfast and lunch
• · Reconcile consultant invoices to ensure timely payments for services
• · Reconcile kitchen invoices for participant meals
• · Review invoices for accuracy and follow up with appropriate staff when needed
• · Maintain calendar, schedule appointments and arrange meeting rooms
• · Assist with the collection of documents for program reports
• · Purchase office supplies and/or equipment, including maintaining appropriate documentation for reconciling invoices in Nexonia (fiscal payment system) in a timely manor

Physical Requirements

• · Ability to use a computer for prolonged periods.
• · Ability to occasionally lift and/or move up to 10 pounds.
• · Ability to stand, walk, or sit for long periods of time.
• · Ability to bend and retrieve objects and/or documents.
• · Ability to travel in the boroughs of New York City and its adjacent counties via public transportation.
• · Ability to travel for a minimum of 1 mile within a reasonable amount of time and in all types of weather, including inclement weather, if required to conduct home visits and/or field work

BronxWorks seeks to build an inclusive organization grounded in respect for differences. BronxWorks is committed to equal employment opportunity and providing reasonable accommodations to qualified candidates and employees pursuant to applicable law. This commitment applies to all terms, conditions, and privileges of employment, including but not limited to recruitment, hiring, compensation, training and employee development, placement, promotion, demotion, upgrading, downgrading, transfer, layoff and termination. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, status as a victim of domestic violence, or any other characteristic protected by federal, state, or local law. If you require reasonable accommodation as part of the application process, please contact [email protected].