SNUG Administrative Assistant

RECAP's SNUG program is a project of the New York State Division of Criminal Justice Services, SNUG Violence Prevention (GUNS spelled backwards) is one of the 10 statewide programs aimed at reducing and preventing shootings and violence. The program engages residents, private industry, and community-based organizations.

The Administrative Assistant for the Newburgh office is responsible for the programs’ administrative services as well as the overall organization and operation of the office. Position reports to Director of Support Services.

RESPONSIBILITIES

• Maintain operation, purchasing, and maintenance records for copy, fax, and printer machines.
• Maintain office supplies, inventory through agency purchase order system
• Answer phones, transfer calls, take messages and update office voicemail for office closures 
• Stamp and distribute mail, maintain operations of telephone systems and mailing procedures for USPS, UPS, Fedex. ·
• Greet clients and visitors, schedule appointments, answer client questions. ·
• Retrieve files
• Enter client data into agency database.
• Maintain professional appearance of office including bulletin boards, brochures, trash, clothing cabinet etc. 
• Manage and organize donations ·
• High attention to detail maintaining accurate records, 
• Attend weekly staff meetings, take notes and type meeting minutes,
• Mail client letters, forms and reports, filing, type correspondence, projects, proposals as needed;
• Perform other duties as requested.

QUALIFICATIONS

• HS Diploma/GED, deal applicant is motivated, detail orientated, and able to work multiple projects at the same time.
• Applicant must be proficient in Microsoft Excel ·
• Bilingual English/Spanish Familiarity with operations and populations of Department of Social Services and Parole;
• Strong sense of boundaries;
• Good judgment, tact and courtesy, high attention to detail, and dependability.
• Computer literacy including Microsoft Word, Excel, Access, PowerPoint, databases and internet navigation and research, excellent typing, telephone, organizational, oral and written communication skills;
• Ability to work independently;
• Bilingual English/Spanish a plus;
• Knowledge of general office operation;
• Valid clean driver license is a must.
• The ideal candidate must be flexible and adapt quickly to change.
• Able to work 10 hour shifts Weekends and holidays are a must.