Administrative Assistant F/T

MISSION STATEMENT

Are you ready to give back to the community while pursuing your passion?  For over 50 years, Acacia Network and its affiliates have been committed to improving the quality-of-life and wellbeing of underserved communities in New York City and beyond.  We are one of the leading human services organizations in New York City and the largest Hispanic-led nonprofit in the State, serving over 150,000 individuals every year. Our programs serve individuals at every age and developmental level, from the very young through our daycare programs to mature adults through our older adults centers. Our extensive array of community-based services are fully integrated, bilingual and culturally competent.

POSITION OVERVIEW

The general responsibility of the Administrative Assistant is to effectively manage all aspects of the Program Director’s office. Perform tasks that are diverse and advanced. Provides administrative and office support activities for director and program staff.  Duties may include fielding telephone calls, receiving and directing visitors, filing and fill in for the office receptionist as needed.

KEY ESSENTIAL FUNCTION 

• Act as directed by the Director providing support and communication between the Director and other office and department staff
• Support staff functions including answering the phone, addressing billing issues, greeting consumer, inner-office mail delivery, copying, etc.
• Assist in the inputting of all the necessary data to ensure proper and timely billing.
• Assist in scheduling psychiatry appointments and managing the psychiatry caseloads.
• Assist in the filing, managing and maintaining agency records including client case records, file folders, charts, referrals, and administrative clinical records, as needed.
• Responsible for overseeing the scheduling of rooms for the agency’s provisions services.
• Assist in the management and overseeing of clerical tasks to ensure that all administrative and clinical forms are maintained for efficient delivery of services.
• Assist in the preparations of necessary reports, records, and statistics as required by the agency’s executive staff.
• Assist in the ordering and maintaining of all office supplies, forms, and equipment and assist in maintaining the premises.
• Assist in the maintaining of agency-wide compliance with all rules, regulations and codes.
• Perform other related duties that the agency feels necessary to operate its programs efficiently.
• Taking referrals and completing preadmission administrative document for the program referrals, as necessary.
• Reroute, transmit or deliver reports to all departments
• Provide assistance to the Director in special assigned projects
• Create and maintain structure and functional operation atmosphere and positive environment
• Consult with supervisors concerning SYEP and DYCD operation to assist in eliminating/correction problem areas and/or improvement of services.

REQUIREMENTS

• High School Diploma or equivalence required; Associate degree preferred
• Two years of office management experience
• Excellent word processing, administrative, secretarial, interpersonal, teamwork, time-management and organizational skills.
• Ability to perform administrative functions with minimal supervision.
• Ability to work productively and communicate effectively with a full spectrum of personalities.
• Ability to meet deadlines, to exceed goals and to work efficiently under pressure.

WHY JOIN US? 

Acacia Network provides a comprehensive and competitive benefits package to our employees. In addition to a competitive salary, our benefits include medical, dental, and vision coverage. We also offer generous paid time off, including vacation days and paid holidays, to support a healthy work-life balance. We prioritize the well-being of our employees both professionally and personally.

As an Equal Opportunity Employer, we encourage individuals from all backgrounds to apply.