Administrative Assistant - 4991

BronxWorks 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.

Our family shelters are safe, welcoming spaces where families can stay temporarily while they work toward long-term stability. Program staff provide compassionate support, life-enhancing services, and community-based resources to help empower each family. Together, we guide families on their journey back to independence and into permanent housing.

RESPONSIBILITIES

Interaction with visitors, vendors and funders:

• Act as liaison with vendors and Department of Homeless Services representatives.
• Outreach and establish relationships with supply vendors.
• Outreach supply vendors monthly to confirm bills have been paid.
• Coordinate with DHS PATH department for daily processing of new intakes, transfers, discharges, add-ons and case comp changes.
• Greet and direct visitors to the appropriate location.

Documentation:

• Review invoices for accuracy and forward to fiscal department on a timely basis
• Maintain an inventory log on a monthly basis for all items, equipment and furniture purchased, transferred, traded in, or discarded.
• Forward inventory logs to the Residence Director and/or Department Director monthly.
• Complete program reports on a monthly basis, or more frequently as required.
• Provide updates to the Director of Social Services and Residence Director.
• Maintain training logs, office certificates, etc., to ensure compliance with regulatory agencies as well as BronxWorks requirements.

Administrative:

• Purchase office supplies and/or equipment, including maintaining appropriate documentation of purchasing decisions and forwarding purchase orders, packing slips and invoices to the fiscal department on a timely basis
• Maintain and balance Emburse card fund by making purchases and reconciling and submitting receipts to fiscal on, at a minimum, a monthly basis
• Maintain OSHA data sheets, training logs, office certificates, etc., to ensure site compliance with regulatory agencies, such as the Department of Health, Department of Labor, etc.
• Guide and assist support staff, such as maintenance, social services, security, etc and volunteers with day-to-day needs and procedures/agency policies.
• Draft, copy, fax and file memoranda, letters and other agency documents.
• Maintain calendar, schedule appointments and arrange Conference and Multipurpose rooms.
• Assist with the collection of documents for audits and submission of proposals. Deliver and/or pick up documents to/at BronxWorks offices, funding sources and or other agencies.

Training/Supervision:

• Report to, and meet with, supervisor on a minimum monthly basis.
• Train staff on protocol, policies and procedures as needed.
• Perform other duties as assigned by the manager.

QUALIFICATIONS

• Associates degree, or high school diploma/equivalent and two years related experience
• Proficiency in modern business communications including personal computers, electronic mail, voicemail, facsimile and copier equipment
• Proficiency in basic filing principles and standard correspondence formats
• Minimum typing speed of 50 words per minute
• Excellent communication and interpersonal skills.

PHYSICAL REQUIREMENTS

• Ability to use a computer for prolonged periods.
• Ability to occasionally lift and/or move up to 10 pounds.
• Ability to stand, walk, or sit for long periods of time.
• Ability to climb five flights of stairs.
• Ability to bend and retrieve objects and/or documents.
• TB test completed within 120 days.

BronxWorks seeks to build an inclusive organization grounded in respect for differences. BronxWorks is committed to equal employment opportunity and providing reasonable accommodations to qualified candidates and employees pursuant to applicable law. This commitment applies to all terms, conditions, and privileges of employment, including but not limited to recruitment, hiring, compensation, training and employee development, placement, promotion, demotion, upgrading, downgrading, transfer, layoff and termination. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, status as a victim of domestic violence, or any other characteristic protected by federal, state, or local law. If you require reasonable accommodation as part of the application process, please contact [email protected].