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Administrative Assistant

Constructive Partnerships Unlimited • Brooklyn, NY • 2w ago

Type of Position Full time

Search Location(s) Brooklyn, NY

Apply Now (https://phe.tbe.taleo.net/phe03/ats/careers/v2/applyRequisition?org=CPOFNYS&cws=37&rid=6561)

Job Brief

A. POSITION SUMMARY: Provide consultation to the Site/Shelter Director and Director of Social Services on matters relating to the operation of the department.

Shift Worked:

Varies

Weekly Hours:

37.5

FLSA Status:

Non Exempt

Pay range:

$25.64-$25.64

A. POSITION SUMMARY:

Provide consultation to the Site/Shelter Director and Director of Social Services on matters relating to the operation of the department.

B. POSITION DUTIES:

· Provide consultation to the Site/Shelter Director and Director of Social Services on matters relating to the operation of the department.

· Respond to telephone inquiries and take messages in a professional manner, including management of the departmental voicemail system and telephone logs.

· Respond to work orders, prioritizing requests and providing direction to maintenance staff and working in collaboration with director of operations to ensuring that all work orders are completed in a timely manner.

· Preform data entry into systems

· Screens telephone calls, and incoming correspondence of the Program Director, Director of Social Services and the Director of Program Operations.

· Prepare and maintain all office and records of services rendered to the clients

· Initiate contact with or respond to outside agencies upon receipt of correspondence as required or instructed.

· Coordinate and order supplies necessary for department operation according to procedure and ensuring that a tracking system is maintained, and supplies are ordered timely

· Maintain office equipment in operating condition and complete requisition repairs as needed.

· Schedule meetings, appointments and maintain office calendar as required by the Site\Director Shelter and Director Social Services. Prepare and distribute the family monthly activities calendar

· Organize and coordinate training programs for departmental staff as needed or directed.

· Maintain the office petty cash program including administration of petty cash, records keeping and check requests for replenishment.

· Maintain system for filing and reconciliation of bills.

· Maintain good working relationships with staff members throughout the agency.

· Prepare expense reports according to the schedule.

· Collect, maintain and prepare statistical data and reports that contribute to the operation and management of the department.

· Prepare time cards for the department within established timeframes and in accordance with established procedures.

· Manage word processing of letters, reports and other documents for the department.

· Preform proofreading of letters, reports and other documents for the department.

· Prepare reports for internal and external distribution, photocopy and assemble material as required.

· Attend annual in-service as required or mandated.

C. Requirements: