Administrative Assistant Job Brooklyn area,New York USA,Administrative/Clerical

Description

Position Title:
Administrative Assistant

Reports To:

Administration
Department:
Administration Employment Status:
Full-Time
FLSA Status:
Non
- Exempt Position Status:
Essential

GENERAL JOB DESCRIPTION:

The Administrative Assistant will be responsible for a variety of responsibilities critical to the efficient operation of their assigned shelter as well as the Administrative Team. This role will supervise and coordinate various administrative tasks and personnel on a daily basis.

DUTIES AND RESPONSIBLITIES:

Screen phone calls and route callers to the appropriate parties as necessary
Greet and assist visitors maintaining proper COVID-19 safety protocols to ensure the continued safety of office staff
Maintain polite and professional communication via phone and email
Manage communications by email and telephone, conveying messages accurately and on a timely basis.
Manage filing systems and general office duties including faxing, mailing, typing, scanning, and photocopying
Photocopy and print documents on behalf of other colleagues
Respond to inquiries and requests for information
Vendor coordination including scheduling appointments, following up as needed, and obtaining confirmation from site that items were addressed as requested and scheduled
Sort and distribute incoming and outgoing mail/documentation
Assist in the follow-up and preparation of audits and corresponding reports as well as timely submissions
Provide support for special or ongoing projects as directed by Administration
Prepare spreadsheets for utility account payments and other items as required by the Finance Department
Manage communications by email and telephone, conveying messages accurately and on a timely basis.
Schedule appointments, meetings, training, events as requested by Administration
Handle various OTDA and DHS submissions including Operational Plans, Security Plans, Security Assessments and other reports as required
Oversee the updating and distribution of all OTDA/DHS Forms including Master Census, Family Census, Admission Registry, Discharge Registry, Permanent Placement List, Demographic Reports, Exit Report, PA Report and others
Compare Nightly Rosters and Attendance Logs in CARES on a daily basis noting discrepancies and implementing performance improvement and action plans to address continued discrepancies as necessary
Execute the daily monitoring, correcting, and overall management of facility timesheets for all employees in assistance to the Payroll Department
Oversee facility's Daily Changes including the accurate completion of the Daily Facility Roster and Occupancy Log to ensure accurate attendance records for clients are maintained and cross referenced with DHS attendance logs
Manage, maintain, and update the facility's Inspection Checklist to ensure that all required city and state inspections are conducted on building systems as required. Ensure that inspection dates and records are maintained for reference by inspection agencies as necessary
Manage the Supply Order tracking for facility ensure that inventory is properly managed and areas of concern are address in a timely and efficient fashion
Assist with obtaining, recording, and distribution of Certificates of Insurance for all vendors in accordance with the Agency's insurance policies as well as the policies and requirements of building ownership
Conduct inventory, ordering, and facility deliveries for the Client Pantry on a quarterly basis. Ensure that facility needs are readily and regularly addressed to ensure adequate stocking of the Pantry
Oversee the management, maintenance, and updating of all facility personnel credentials including NYS Security Licenses, F-02 and F-80 Licenses, Fire Safety Director Licenses, CPR/First-Aid Certificates, Sexual Harassment Training Certificates, Mandated Reporter Certificates, and others as needed and required by the City or State
May be required to perform additional duties including the assistance of the Finance and Human Resources Departments as necessary.

SKILLS AND QUALIFICATIONS:

Proficiency in Word, Excel, and Microsoft Outlook required
3+ years of experience in an Administrative capacity required
Must be able to demonstrate exceptional written and oral communication skills and attention to detail
Must be able to demonstrate the ability to multi-task and exercise initiative and good judgement consistently
DHS/CARES experience is a plus

Requirements

Proficiency in Word, Excel, and Microsoft Outlook
3+ years of experience in an Administrative capacity required


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