Admin Assistant-CI551401

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

Job summary

A reputable organization in New York is seeking an Administrative Assistant to provide essential clerical support. The role involves managing office operations, maintaining records, and ensuring effective communication within the team. Ideal candidates will have strong organizational and interpersonal skills, along with proficiency in office software. This position offers an opportunity to contribute to a supportive environment dedicated to community service.

Qualifications

• At least two years of clerical or secretarial experience.
• Proficiency in computer word processing.

Responsibilities

• Manage overall office operations and maintain office equipment.
• Provide reception services and handle correspondence.
• Develop and maintain program monitoring systems.

Skills

Interpersonal Skills

Organizational Skills

Communication

Education

High School Diploma or GED

AA Degree

Tools

Microsoft Word

EHR Software

Job description

Under the supervision and direction of the Program Director, the Administrative Assistant provides administrative and clerical support to the Director and staff, serving as the liaison between agency departments and programs. The role involves managing medical records, operating and coordinating the management information system, maintaining accounting and budget records for recipient and program expenditures, and performing reception activities such as triaging calls and coordinating communication between the program and recipients. This work is carried out under varying conditions of direction and availability of guidelines, utilizing equipment such as computers with software packages (e.g., CORE, Microsoft Office) and other automated systems.

ESSENTIAL JOB FUNCTIONS:

1. Manage overall office operations, including organization of the staff office area, filing, maintaining office equipment, and updating bulletin boards.
2. Monitor inventory of supplies, prepare purchase orders, and coordinate with the Finance department for procurement.
3. Develop and maintain program monitoring systems and ensure timely completion of forms and reports.
4. Provide reception services, including handling calls, visitors, and correspondence courteously and professionally.
5. Maintain and troubleshoot office equipment and systems.
6. Develop and revise work methods as needed.
7. Maintain inventory and requisition office supplies.
8. Take minutes at meetings and distribute final copies as needed.
9. Design, set up, and maintain electronic and hard-copy files, including coding, searching, and purging obsolete materials.
10. Type and distribute meeting notes, correspondence, and reports; organize office workflow.
11. Greet visitors, respond to inquiries, and refer technical questions to appropriate staff.
12. Develop and update program manuals and information.
13. Transmit instructions from supervisors and follow up to ensure compliance and deadlines are met.
14. Perform other related duties as assigned.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES:

• Proficiency with EHR software and office equipment.
• Effective interpersonal and organizational skills.
• Knowledge of office practices, grammatical usage, and agency policies.
• Ability to produce documents accurately and efficiently.
• Skill in designing and maintaining filing systems and managing program accounts.
• Ability to communicate clearly and professionally, both verbally and in writing.
• Ability to understand and adhere to relevant laws, rules, and policies.

QUALIFICATIONS AND EXPERIENCE:

High School Diploma or GED plus at least two years of clerical or secretarial experience, or graduation from secretarial school. An AA degree is preferred but not required. Must be proficient in computer word processing (Microsoft Word) and typing.

Equal Opportunity Employer. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

About the company

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