Administrative Assistant

Vocational Instruction Project; New York (NY); On-site; USD 42,000 - 65,000; Full time

Job summary

Vocational Instruction Project seeks an experienced office administrator to support the Director and Assistant Director. The role involves handling consultations, answering inquiries, managing voicemail, scheduling, and coordinating training programs for departmental staff.

The position requires budgeting experience, strong MS Office skills, and the ability to type 30 wpm, with English proficiency and bilingual preferred.

Qualifications

• Bachelor's or Associate degree with a concentration in Secretarial Science/Business and 5 years administrative experience.
• 3 years administrative experience.
• 2 years' experience with budgeting and facilities management.
• Must possess the ability to accurately type 30 wpm.
• 2 years' experience with Microsoft Office and Excel.
• Ability to speak, read and write English; bilingual preferred.

Responsibilities

• Provide consultation to the Director and Assistant Director on department operations.
• Respond to telephone inquiries and manage voicemail and logs.
• Respond to work orders, prioritize requests and direct maintenance staff.
• Perform data entry into systems.
• Maintain kitchen inventory and ensure regulatory compliance.
• Prepare and maintain office records per agency requirements.
• Coordinate and order supplies for department operations.
• Assist new staff with policies, standards, and schedules.
• Maintain office equipment and arrange repairs as needed.
• Schedule meetings and maintain the Director's calendar.
• Organize and coordinate training programs for staff.
• Maintain petty cash program, records, and replenishments.
• Maintain filing and reconciliation of bills.
• Foster good relationships across the agency.
• All other duties as assigned by the Director.

Skills

Communication

Data entry

Budgeting

Facilities mgmt

Typing 30 wpm

Education

Secretarial/Business concentration

Associate or Bachelor's degree

Tools

Microsoft Word

Excel

Job description

Description

Schedule of hours are not a set schedule of 9:00am-5:00pm. Hours can vary!

1) Management of Office Procedures:

• Provide consultation to the Director and Assistant Director on matters relating to the operation of the department.


• Respond to telephone inquiries and take messages in a professional manner, including management of the departmental voicemail system and telephone logs.


• Respond to work orders, prioritizing requests and providing direction to maintenance staff.


• Preform data entry into systems


• Maintain kitchen inventory and ensure compliance with policy and regulatory requirements.


• Prepare and maintain all office and records as per agency requirements


• Initiate contact with or respond to outside agencies upon receipt of correspondence as required or instructed.


• Coordinate and order supplies necessary for department operation according to procedure.


• Assist with advising new departmental staff of the policies, work standards and schedules.


• Maintain office equipment in operating condition and requisition repairs as needed.


• Schedule meetings, appointments and maintain office calendar as required by the Director and Assistant Director.


• Organize and coordinate training programs for departmental staff as needed or directed.


• Maintain the office petty cash program including administration of petty cash, records keeping and check requests for replenishment.


• Maintain system for filing and reconciliation of bills.


• Maintain good working relationships with staff members throughout the agency.


• All other duties as assigned by the Director.

2) Compile and Generate Reports, Letters and Documents:

• Prepare expense reports according to the schedule.


• Collect, maintain and prepare statistical data and reports that contribute to the operation and management of the department.


• Prepare time cards for the department within established timeframes and in accordance with established procedures.


• Manage word processing of letters, reports and other documents for the department.


• Preform proofreading of letters, reports and other documents for the department.


• Prepare reports for internal and external distribution, photocopy and assemble material as required.

3) Attend Meetings, Seminars as Assigned:

• Attend meetings as assigned.


• Attend annual in-service as required or mandated.

Requirements

• Bachelor's Degree or Associate Degree with a concentration in Secretarial Science/Business and 5 years administrative experience.


• 3 years administrative experience.


• 2 years' experience with budgeting and facilities management.


• Must possess the ability to accurately type 30 wpm.


• 2 years' experience with Microsoft Office and Excel


• Ability to speak, read and write English, Bilingual preferred.


• Must possess sight and digital senses or prosthetics that will enable the essential functions of the job to be completed.