Administrative Assistant

Air Comfort, Inc; City of Newburgh (NY); On-site; USD 38,000 - 51,000; Full time

Benefits offered by this job

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Job summary

Air Comfort, Inc. in Newburgh seeks an Administrative Assistant to support daily office operations and ensure accurate record-keeping. The role reports directly to the Director of Support Services and requires meticulous attention to detail.

Responsibilities include handling correspondence, data entry, records management, and coordinating with clients and visitors. The position emphasizes professionalism, organization, and teamwork in a collaborative environment.

Qualifications

• High School Diploma or GED required.
• Proficiency in Microsoft Excel, Word, Access, PowerPoint, and internet navigation.
• Excellent typing, telephone, organizational, and written communication skills.
• Ability to work independently and manage multiple projects.
• Bilingual English/Spanish is a plus.
• Knowledge of general office operations.
• Strong boundaries, good judgment, tact and courtesy.
• Detail-oriented and dependable.
• Flexible and adaptable to change.

Responsibilities

• Maintain operation, purchasing, and maintenance records for office equipment.
• Answer phones, transfer calls, and update voicemail.
• Stamp and distribute mail; manage USPS/UPS/FedEx procedures.
• Greet clients and visitors; schedule appointments; answer questions.
• Enter client data into agency database.
• Maintain professional appearance of office and decor.
• Manage and organize donations.
• Attend weekly staff meetings; take notes and type minutes.
• Mail letters, forms and reports; file documents.
• Perform other duties as requested.

Skills

Microsoft Excel

Microsoft Word

Microsoft Access

Microsoft PowerPoint

Internet research

Typing speed

Communication skills

Independent work

Multitasking

Bilingual English/Spanish

Office operations

Boundaries & judgment

Attention to detail

Flexibility

Education

High School Diploma or GED

Tools

Microsoft Excel

Microsoft Word

Microsoft Access

Microsoft PowerPoint

Internet research

Job description

Our company is seeking a dedicated and detail-oriented Administrative Assistant for our Newburgh office. This role is integral to the smooth operation of our office and services, reporting directly to the Director of Support Services. The successful candidate will be responsible for a variety of administrative tasks, ensuring efficient and organized office operations. We pride ourselves on our supportive work environment and are committed to professional growth and development for our team.

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

• High School Diploma or GED required.
• Proficiency in Microsoft Excel, Word, Access, PowerPoint, and internet navigation and research.
• Excellent typing, telephone, organizational, oral and written communication skills.
• Ability to work independently and manage multiple projects simultaneously.
• Bilingual in English and Spanish is a plus.
• Knowledge of general office operations.
• Strong sense of boundaries, good judgment, tact, and courtesy.
• High attention to detail and dependability.
• Flexibility and adaptability to change.

Reasonable Accommodation

RECAP is committed to providing reasonable accommodation to qualified individuals with disabilitiesinaccordance withthe American with Disabilities Act (ADA) and applicable state and local laws. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of this position unless doing sowould impose an undue hardship on the organization.

Additional Employment Requirements

RECAP is committed tomaintaininga safe and drug-free workplace. Pre-employment and, wherepermittedby applicable law or required by program regulations or funding requirements, periodic drug testing may be conductedin accordance withagency policy.

RECAP is an Equal Opportunity/ Affiliated Action Employer.We are committed tofostering a diverse and inclusive workplace and prohibit discriminationand harassmentbased on race, color, creed, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteranstatus, or any othercharacteristic protected by applicable federal, state, or local law

Disclaimer

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all duties, responsibilities, or qualifications. RECAP reserves the right to modify or assign additional duties as business needs require.