Administrative Assistant

Samaritan Daytop Village, Inc.; New York (NY); On-site; USD 27,000 - 39,000; Full time

Job summary

Samaritan Daytop Village, Inc. in New York City is seeking an Administrative Assistant to provide clerical support, manage calendars, prepare documents, and assist department managers. This role supports the mission of the agency and helps keep daily operations running smoothly.

The position involves maintaining files, handling phone calls, ordering supplies, and adapting to shifting priorities to meet deadlines, with potential for occasional extended hours when needed.

Qualifications

• High school diploma or GED required; some college preferred.
• Minimum two years of administrative or office assistant experience.
• Experience with MS Office; strong computer literacy.
• Excellent written and verbal communication skills.
• Strong time management and ability to multitask.
• Ability to adapt to shifting priorities and stay past shifts when needed.
• Professional phone manner and calendar management.
• Maintain filing and confidential records.

Responsibilities

• Communicates regularly with management and operational staff.
• Maintains calendars for supervisory staff and coordinates meetings.
• Prepares agendas and materials for meetings.
• Maintains employee files and records.
• Types and word-processes reports and correspondence.
• Maintains department and facility documents and electronic files.
• Orders office and program supplies.
• Receives and screens calls and routes messages.

Skills

Microsoft Office

Time management

Communication

Scheduling

Filing

Phone etiquette

Multi-tasking

Office equipment

Education

High School Diploma or GED

Some College

Tools

Printers/Scanners

Fax machines

Job description

Hourly Rate: $23.89

A nationally recognized comprehensive Health and Human Services Agency, with over 60 programs across New York City and the greater New York Area.

Overview

Administrative Assistant

Hourly Rate: $23.89

A nationally recognized comprehensive Health and Human Services Agency, with over 60 programs across New York City and the greater New York Area.

Samaritan Daytop Village serves over 33,000 New Yorkers annually within your neighborhoods and communities, so our success depends on those we employ.

The Role

Under the general direction of the Program Director, the Administrative Assistant is responsible for performing a wide variety of clerical tasks which includes, providing support to department managers and staff, assisting in daily office needs, and managing the organization’s general administrative activities. This work is carried out in support of the mission and goals of Samaritan Daytop Village.

Responsibilities

What You Will Do

• Communicates regularly with management and operational staff.
• Maintains calendars for supervisory staff. Sets up appointments, schedules meetings, and coordinates schedules for the department.
• Maintains accurate work and appointment schedules.
• Coordinates meetings and prepares necessary documents. Helps prepare agendas, amenities, and set-ups for meetings.
• Creates agenda and records notes for interdisciplinary team’s weekly conference.
• Maintains all employee files including memos and evaluations.
• Types and word-processes facility reports, documents, memos, correspondence, etc.
• Maintains appropriate department files of reports, correspondence, memos, etc.
• Maintains the facility’s electronic files.
• Develops and maintains a filing system for facility documents.
• Prepares folders for new files and files folders in a timely and correct manner.
• Retrieves files upon request.
• Answers phones in a professional manner, screens calls, directs calls to the appropriate person, and takes accurate, complete messages when necessary.
• Orders office and program supplies .

Qualifications

Who You Will Be

• Someone with a High School Diploma or High School Equivalency Diploma.
• Some College preferred.
• At least Two (2) years of proven experience as an Administrative Assistant or Office Admin Assistant.
• Working knowledge of general office equipment, such as printers, scanners, and fax machines.
• Computer literacy including proficiency in Microsoft Office Suite
• Excellent time management skills and the ability to prioritize work and multi-task.
• Some flexibility is needed and willingness to stay past the normal shift and/or adjust the schedule to meet tight deadlines.
• Excellent written and verbal communication skills.
• Comfortable with routinely shifting demands.