Administrative Assistant

We are seeking an Administrative Assistant to join our team! The ideal candidate will play a central role in the activities that support foster parent recruitment at HSVS. The Administrative Assistant will maintain positive, professional, and reliable communication with clients, to maintain audit-ready client files, to manage invoice reconciliation, to support recruitment event planning and execution, and general staff support.

Primary Responsibilities and Essential Functions of Position:

• Provide administrative support including client communication, scheduling, and file maintenance; routing correspondence; drafting letters and documents; respond timely to internal and external requests for client information and documents, track data as requested.

• Handle confidential materials with care and discretion.

• Plan and schedule internal and external meetings as appropriate.

• Order supplies and equipment, sort and distribute mail.

• Manage monthly petty cash reconciliations and reimbursement requests.

• Manage meeting logistics, conference rooms, AV equipment, and displaying presentation.

• Help prepare and process expense reports, vendor invoicing paperwork, and purchase requisition.

• Participates in in-service training and on-site workshops as required for professional growth and development. Attends external training workshops at the direction of management.

• Associate’s degree or equivalent.

• One or more years of administrative support experience preferred.

• Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other administrative tools.

• Strong attention to detail and problem-solving abilities

Benefits

At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:

• Rewarding Work in a team environment.

• Paid vacation, sick, personal days, and holidays.

• 403(B) retirement plans with employer contribution.

• Health, dental, vision and life insurance.

• Employee Assistance Program (EAP).

• Flexible spending account (Dependent Care, Medical, Parking, and Transit).

• Employee Appreciation Programs and Events.

• Tuition Assistance Program.

• Professional Development opportunities.

• Wellhub Discount

• Verizon Wireless Discount.

• BJs Membership discount.

• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to [email protected].

About Heartshare

Who WE ARE:

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.

To learn more about HeartShare, please visit our website at or Follow us on Twitter LinkedIn YouTube Instagram Facebook

HeartShare Human Services of New York | Homepage

HeartShare Human Services of New York nurtures and empowers children and adults with intellectual and developmental disabilities.