Administrative Assistant

The Center for Family Support; Hackensack, Northern (NJ, KY); Hybrid; USD 28,000 - 39,000; Full time

Benefits offered by this job

401(k)

Dental Insurance

Flexible schedule

Health insurance

Life insurance

Paid time off

Referral program

Tuition reimbursement

Vision insurance

Job summary

The Center for Family Support is seeking an Administrative Assistant to support the Office Manager and program staff, ensuring smooth office operations and quality services for individuals and families we serve.

Responsibilities include handling calls, visitors, scheduling, mail, files, and inventory while using Therap, Teams, SharePoint, and Excel to manage tasks efficiently in a bilingual environment.

Qualifications

• Minimum high school diploma required.
• AA degree preferred.
• Proficiency in Microsoft Office, Word, and Excel.
• Bilingual English/Spanish is a plus.
• 2 years’ experience as an Administrative Assistant.
• Excellent time management and follow-up skills and ability to multi-task and prioritize work.
• Excellent written and verbal communication skills
• Strong organizational and planning skills

Responsibilities

• Providing support to Office Manager, administrative and program staff.
• Answering incoming calls and making necessary outgoing calls and office visits.
• Taking messages for staff as needed.
• Greet and announce visitors
• Track scheduling of conference rooms for trainings and/or meetings
• Ensure conference rooms are set up with training materials and/or equipment needed for a day of training.
• Maintaining the appearance of the reception area, kitchen, conference rooms after meetings and waiting room.
• Sort and distribute incoming and outgoing mail and Fedex packages.
• Prepare, organize, and process files for offsite storage.
• Ensure the office is always properly stocked/Complete Inventory twice monthly.
• Order office supplies for Offices/Residential department
• Process all checks and provide to finance department
• Scan utility invoices to Concur and upload to Box when needed
• Complete new staff ID’s when requested
• Restore utility/cable services for residential department and offices when needed
• Order furniture/appliance in absence of supervisor
• Update Admin list if needed.
• Proficient in using Therap, Microsoft Teams, Adobe Acrobat, SharePoint, Word, and Amazon for a wide range of administrative and operational tasks.
• Skilled in updating, maintaining, and reconciling schedules using systems such as iCims and Microsoft Excel.
• Perform other related duties as assigned.Knowledgeable in IT systems and experienced in handling and troubleshooting equipment.

Skills

Time management

Multi-tasking

Prioritization

Communication

Organization

Bilingual English/Spanish

Education

High School diploma

AA degree preferred

Tools

Microsoft Office

Word

Excel

Therap

Microsoft Teams

Adobe Acrobat

SharePoint

Box

Concur

iCims

Amazon

Job description

Overview

The Administrative Assistant supports the program by carrying out tasks that ensure the office operation runs smoothly and we can provide quality services to the individuals we serve, families and other stakeholders. The responsibilities of this position include:

The Center for Family Support (CFS) mission is to provide support and assistance to individuals with developmental and related disabilities. We are the first agency in New York to achieve the Council on Quality and Leadership Certification (CQL). By achieving this certification, it shows our commitment and dedication to creating services that enhance and improve the quality of life for individuals with disabilities.

Our industry-leading benefits include:

• 401(k)
• Dental Insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Responsibilities

• Providing support to Office Manager, administrative and program staff.
• Answering incoming calls and making necessary outgoing calls and office visits.
• Taking messages for staff as needed.
• Greet and announce visitors
• Track scheduling of conference rooms for trainings and/or meetings
• Ensure conference rooms are set up with training materials and/or equipment needed for a day of training.
• Maintaining the appearance of the reception area, kitchen, conference rooms after meetings and waiting room.
• Sort and distribute incoming and outgoing mail and Fedex packages.
• Prepare, organize, and process files for offsite storage.
• Ensure the office is always properly stocked/Complete Inventory twice monthly.
• Ensure Office Garbage is properly stored in back of office for Waste pick up.
• Order office supplies for Offices/Residential department
• Process all checks and provide to finance departmentExperienced in using Concur to submit, track, and manage invoices efficiently.
• Scan utility invoices to Concur and upload to Box when needed
• Complete new staff ID’s when requested
• Restore utility/cable services for residential department and offices when needed
• Order furniture/appliance in absence of supervisor
• Update Admin list if needed.
• Proficient in using Therap, Microsoft Teams, Adobe Acrobat, SharePoint, Word, and Amazon for a wide range of administrative and operational tasks.
• Skilled in updating, maintaining, and reconciling schedules using systems such as iCims and Microsoft Excel.
• Perform other related duties as assigned.Knowledgeable in IT systems and experienced in handling and troubleshooting equipment.

Competencies

• Exceptional interpersonal skills: Builds and maintains professional relationships with colleagues, clients, and stakeholders, fostering a positive and collaborative work environment.
• Knowledgeable in IT systems and experienced in handling and troubleshooting equipment.
• Perform other related duties as assigned.

Qualifications

Education and Experience Requirements

• Minimum High School Diploma required.
• AA Degree preferred.
• Proficiency in Microsoft Office, Word, and Excel
• Bilingual (English/Spanish) is a plus.
• 2 years’ experience as an Administrative Assistant.
• Excellent time management and follow-up skills and ability to multi-task and prioritize work.
• Attention to details and problem- solving skills.
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Other assigned duties as requested.

The Center for Family Support provides equal employment opportunities to all. We celebrate the wonderful qualities that make each of us unique and greatly value how they enrich the work we do. If you want to work with a caring group of people making a difference in the lives of the people we serve, apply today!

Pay Range

USD $24.00 - USD $24.00 /Hr.