Administrative Assistant

Position: Administrative Assistant - 4865
Bronx Works 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 are guided by the belief that people are to be treated with dignity and respect regardless of their present situation or past experiences.

Across our 60+ locations, we provide programs in a variety of service areas, including workforce development, children, youth, families, seniors and homeless prevention.

Safe Options Support (SOS) teams address the needs of individuals experiencing homelessness on the street and in public transit locations. This is done by offering direct linkages to services that address their immediate needs, including transitional housing placement, connection to medical and mental health care, and access to benefits. Additionally, SOS provides support during the period of transition from street homelessness to stable housing.

SOS Teams are comprised of licensed behavioral health clinicians, registered nurses, care managers, and peer specialists.

This is an excellent opportunity to play a pivotal role in the Governor's newly launched, innovative Safe Options Support (SOS) program, which will provide comprehensive care to street homeless or subway dwelling individuals.

Our full time Administrative Assistant is responsible for office operations including managing the reception desk, answering phones, greeting clients, data entry and records filing, receiving and sending mail, and supplies/equipment inventory and purchasing. The Administrative Assistant provides high level support to program administrators and maintains the program's credit cards, Metro Cards, and other goods. The Administrative Assistant is also responsible for assisting with other tasks as needed to help support the program.

These tasks can include client intake and field work.

RESPONSIBILITIES

Fiscal

• Purchase office supplies and/or equipment, including maintaining appropriate documentation of purchasing decisions and submitting purchase orders, packing slips, and invoices to the fiscal department on a timely basis.
• Utilize purchasing software including Nexonia/Emburse to submit accurate and timely records for Expenses, Purchasing, and Billing.
• Submit staff reimbursement requests to the fiscal department in a timely and accurate manner.

Compliance

• Maintain inventory log on a monthly basis for all items, equipment, and furniture purchased, transferred, traded in, or discarded.
• Maintain Critical File to ensure site compliance with regulatory agencies such as Department of Health, Department of Labor, etc.
• Ensure that all office equipment is in working condition. Communicate with IT and fiscal departments as necessary to problem solve.
• Scan, log, and file charts for discharged clients. Assist with storing client files.

Client Services

• File and copy client documents and charts.
• Enter client data into relevant databases (Street Smart, AWARDS, and CARES). Data entry includes bed and housing placements, client demographics, and notes. Flag data discrepancies to supervisory staff.
• Manage reception desk and greet clients entering the office.
• Answer office phone, record and pass messages to relevant staff.
• Other duties as assigned.
• Receive, sort, and distribute client mail.

Miscellaneous

• Assist with staff hiring, including completing phone screens and reference checks and facilitating writing samples.
• Maintain office organization and cleanliness.
• Organize meetings and staff events.

QUALIFICATIONS

• Associates degree, or high school diploma or equivalent and two years related experience.
• Strong oral and written communication skills
• Detail-oriented and resourceful with strong time management and organizational skills
• Proficiency in modern business communications including personal computer, electronic mail, voicemail, facsimile, and copier equipment.
• Prior experience with office management a plus.
• Proficiency in basic filing principles and standard correspondence formats.
• Bilingual/multilingual preferred, but not required.
• Driver's license preferred, but not…