Administrative Assistant

Children's Aid Society; New York (NY); On-site; USD 26,174 - 27,552; Part time

Job summary

Children's Aid Society in New York seeks an Administrative Assistant to deliver clerical and organizational support for daily office operations. Responsibilities include managing databases, handling communications, and ensuring adherence to organizational guidelines. Strong organizational skills and proficiency in Microsoft Office Suite are essential.

The ideal candidate should have at least a high school diploma, with preference given to those with prior administrative experience and some college coursework. The role requires strong written and verbal communication skills, time management, and the ability to work flexibly within a team environment.

Qualifications

• Prior office or administrative experience preferred.
• Ability to retain detailed information and manage multiple priorities.

Responsibilities

• Provide clerical and organizational support.
• Manage databases and handle communications.
• Adhere to strict deadlines and maintain confidentiality.

Skills

Proficiency in Microsoft Office Suite

Strong written and verbal communication skills

Excellent organizational skills

Effective time management

Education

High School Diploma or GED

Some college coursework preferred

Job description

$19.00 - $20.00 / hour

Position Summary

The Administrative Assistant provides clerical and organizational support to ensure efficient daily office operations. The Administrative Assistant will manage databases, both physical and digital filing systems, and handle communications. Adhere to strict deadlines and remain detail‑oriented. In this role, you will adhere to DYCD, and Children's Aid guidelines.

Essential Duties

• Understand and promote the organization's Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
• Attend database management and agency training (DYCD/ Children's Aid hosted) as required.
• Manage correspondence professionally via email, phone, and in‑person interactions with youth, guardians, partners, and staff.
• Provide administrative and programmatic support to team members as requested.
• Maintain knowledge of vital program details, dates, guidelines, and protocols.
• Safeguard applicant and participant confidentiality; handle Personally Identifiable Information (PII) in compliance with applicable data protection regulations and Children's Aid guidelines.
• Maintain up‑to‑date physical and digital records and databases, including worksite folders, participant folders, and the DYCD Reporting system.
• Support internal audits in preparation for DYCD audits and assist with corrective measures when identified.
• Perform other duties as assigned.

Minimum Qualifications

• High School Diploma or GED required; some college coursework preferred.
• Prior office or administrative experience preferred but not required.
• Ability to retain detailed information and manage multiple priorities in a fast‑paced environment.

Key Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and related applications).
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Effective time management and ability to work independently with minimal supervision.
• Professional demeanor when interacting with diverse populations.
• Familiarity with data privacy regulations (e.g., HIPAA) preferred.
• Ability to maintain discretion and exercise sound judgment when handling sensitive information.

Equal Employment Opportunity

Children's Aid is committed to providing equal employment opportunity to all employees and applicants for employment and to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex, disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children's Aid is committed to complying with applicable state and local laws governing non‑discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

Schedule

The incumbent is expected to work a schedule, whether in‑person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.