Admin Assistant

Urban Pathways; New York (NY); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Healthcare Coverage

Retirement Savings

Paid Time Off

Professional Development

Flexible Work Arrangements

Wellness Programs

Employee Assistance Program (EAP)

Employee Recognition

Job summary

Urban Pathways, located in New York, NY, is seeking a candidate to handle administrative tasks crucial for supporting the needs of its clients. The role involves managing financial transactions, preparing reports, and ensuring effective communication within the team.

Qualified candidates will have a high school diploma and strong skills in Microsoft Office, as well as experience working with vulnerable populations including the homeless and those with mental health challenges. The position offers a variety of benefits to promote health and well-being.

Qualifications

• Experience with homeless, mental health, and substance abuse populations preferred.
• High School Diploma required.
• Strong written and verbal communication skills required.

Responsibilities

• Prepares, maintains, and submits all purchase orders and expense reports.
• Ensures accountability in the purchasing of supplies.
• Maintains accurate record-keeping of all client data.
• Administers petty cash and other funds for the program.

Skills

Strong written and verbal communication skills

Strong computer skills and knowledge of Microsoft Office

Experience with homeless, mental health, and substance abuse populations

Administrative experience

Education

High School Diploma, GED or equivalent

Bachelor’s degree preferred

Job description

The salary range is based on several factors, including, but not limited to, overall experience, relevant experience, education level, certifications, applicable skills, and expertise.

Join UP! We are lighting the path home, one person at a time.

About Urban Pathways: Since 1975, Urban Pathways has engaged New York City’s most vulnerable residents, people on the streets or in areas unfit for human habitation, "lighting the path home, one person at a time." Urban Pathways is a catalyst for transformative change in the lives of unhoused adults, empowering them to discover their inherent strengths and abilities. We provide essential support and foster an environment where individuals can redefine their narratives and become their best selves.

Responsibilities

• Prepares, maintains, and submits all purchase orders, check requests, and expense reports to the Finance Department in accordance with Urban Pathways, funding and regulatory agency requirements and guidelines.
• Ensures accountability in the purchasing of supplies and keeps expenditures within budgetary limitations.
• Orders and maintains inventory of all program supplies and equipment.
• Maintains accurate record-keeping of all client data, personnel files, purchase orders, and inventory.
• Administers petty cash, metro card and other funds for the program in accordance with Urban Pathways policies and procedures.
• Assists the Program Director and/or Director of Social Services to prepare client financial transactions (e.g. rent collection, client banking, billing etc.) for submission to the Finance Department in accordance with Urban Pathways, funding and regulatory agency requirements and guidelines.
• Ensures telephone equipment, fax machine, telephone monitoring equipment, and copying machine are in working order. Serves as the program’s liaison with the organization’s IT company to troubleshoot and resolve computer issues as needed. Reports any malfunction of office equipment to the Program Director/Director of Operations and arranges for vendor services and/or repair.
• Coordinates organizational and program activities including special events, as needed.
• Sorts, distributes and maintains daily log of all incoming and outgoing mail as indicated in Urban Pathways policies and procedures.
• Prepares reports, correspondence, memos, etc., for the senior program personnel.
• Prepares and maintains minutes of staff and other meetings as assigned.
• Maintains the monthly activities calendar and weekly staffing schedules, including Program Director appointments.
• Manages and distributes staff paychecks.

Qualifications

• High School Diploma, GED or equivalent required. Bachelor’s degree preferred.
• Administrative experience a plus.
• Experience with homeless, people with mental health condition and substance abuse population preferred.
• Strong written and verbal communication skills.
• Strong computer skills and knowledge of Microsoft Office (e.g. Word, Outlook, Excel etc.).
• Foreign languages a plus.

Benefits

• Healthcare Coverage: Medical, dental, and vision insurance plans to keep you and your family in good health.
• Retirement Savings: A 403(b) plan and a 401(a) with employer annual contribution to help you plan for a secure financial future.
• Paid Time Off: Generous paid time off, including vacation, holidays, and personal days.
• Professional Development: Opportunities for continuous learning and professional development to enhance your skills and advance your career.
• Flexible Work Arrangements: Work-life balance is important to us, and we offer flexible work arrangements to accommodate your needs.
• Wellness Programs: Employee wellness programs, including fitness initiatives and mental health support.
• Employee Assistance Program (EAP): Confidential counseling and support services for personal or work-related issues.
• Employee Recognition: Recognition programs to celebrate and reward outstanding contributions.