Administrative Assistant - 5055

BronxWorks; New York (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

BronxWorks is seeking compassionate administrative staff for the Adult Protectives program in New York. The role supports a busy APS site, handling clerical tasks, scheduling, and document processing to help protect at-risk adults.

Ideal candidates will have an associate degree or high school diploma with two years of related experience and a strong ability to manage multiple tasks, attention to detail, and professional communication. Training and a supportive team environment are provided.

Qualifications

• Proficiency in standard office software and email.
• Proficiency in basic filing principles and standard correspondence formats.
• Minimum typing speed of 50 words per minute.

Responsibilities

• Purchase Office Supplies and equipment with documentation to fiscal.
• Review invoices and forward to fiscal department timely.
• Maintain monthly Inventory Log for program items and furniture.
• Balance petty cash and reconcile vouchers monthly.
• Process MetroCards and travel reimbursements with proper documentation.
• Assist Supervisor in monitoring APSNET and cases.
• Draft and file memoranda, letters, and meeting minutes.
• Maintain calendar and arrange meeting rooms.
• Provide office and building tours to new staff.
• Deliver documents to BronxWorks offices and partners.
• Perform additional duties as assigned by supervisors.

Skills

Typing speed 50 wpm

General office communications

Education

Associate or high school diploma + 2 years experience

Job description

BronxWorks helps individuals and families improve their economic and social well-being. From toddlers to seniors, we feed, shelter, teach, and support our neighbors to build a stronger community. In all aspects of our work, we strive for the highest ethical and performance standards and are guided by the belief that people are to be treated with dignity and respect regardless of their present situation or past experiences. Across our 60+ locations, we provide programs in a variety of service areas, including workforce development, children, youth, families, seniors and homeless prevention. Join our dedicated team at Bronxworks Adult Protectives program and be a part of a vital mission that makes a difference in the lives of vulnerable adults. We are looking for compassionate and skilled individuals who are committed to making a positive impact in the lives of the most vulnerable adults. Together, we can create a safer and more supportive environment for those in need. The primary goal of the Adult Protective Services program is to provide timely and effective intervention for at-risk adults living within the community. We aim to prevent harm and foster an environment of safety and security through comprehensive assessment, and intervention tailored to the individual needs.

Qualifications

• Associates degree, or high school diploma or equivalent and two years related experience
• Proficiency in modern business communications including personal computers, electronic mail, voicemail, facsimile and copier equipment
• Proficiency in basic filing principles and standard correspondence formats
• Minimum typing speed of 50 words per minute

Essential Duties And Responsibilities

• Purchase Office Supplies and/or equipment, including maintaining appropriate documentation of purchasing decisions and forwarding purchase orders, packing slips and invoices to the fiscal department on a timely basis
• Review invoices for accuracy and forward to fiscal department on a timely basis
• Maintain monthly Inventory Log for all program items, equipment and furniture purchased, transferred, traded in, or discarded.
• Maintain and balance office Petty Cash fund by collecting expense vouchers, reimbursing staff, and reconciling and submitting vouchers to fiscal on, at a minimum, a monthly basis
• Process, distribute and reconcile staff MetroCards and Travel Reimbursements, and maintain appropriate/supporting documentation organized
• Assist Supervisor in monitoring APSNET and assigning incoming cases
• Draft, copy, fax and file memoranda, letters, APS meeting Minutes and/or other agency documents
• Maintain calendar, schedule appointments, and arrange meeting rooms
• Provide office and building tours to program new staff
• Deliver and/or obtain documents to/at BronxWorks offices, funding sources and/or other agencies
• Perform additional duties as assigned by the Executive Assistant, Assistant Director, and Program Director

Program Specific Responsibilities

• Maintain an organized office and assist with smooth functioning of the APS program site
• Providing general support, including filing, photocopying, and sorting mail/office deliveries
• Greeting all visitors, staff, and clients
• Maintaining a petty cash fund
• Keeping an inventory of office supplies and ordering supplies when needed
• Preparing fiscal forms
• Keeping logs of MetroCards distributed and monitoring accurate accounting for the cards
• Reporting IT-related issues with staff cellphones and computers/laptops to the IT Department
• Picking up and delivering packages, proposals and reports
• Assisting with the preparation of mailings/certified letters

Physical Requirements

• Ability to use a computer for prolonged periods.
• Ability to occasionally lift and/or move up to 10 pounds.
• Ability to stand, walk, or sit for long periods of time.
• Ability to climb five flights of stairs.
• Ability to bend and retrieve objects and/or documents.

BronxWorks seeks to build an inclusive organization grounded in respect for differences. BronxWorks is committed to equal employment opportunity and providing reasonable accommodations to qualified candidates and employees pursuant to applicable law. This commitment applies to all terms, conditions, and privileges of employment, including but not limited to recruitment, hiring, compensation, training and employee development, placement, promotion, demotion, upgrading, downgrading, transfer, layoff and termination. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, status as a victim of domestic violence, or any other characteristic protected by federal, state, or local law. If you require reasonable accommodation as part of the application process, please contact [e-mail].