Administrative Assistant I

1199-Seiu; New York (NY); On-site; USD 45,000 - 60,000; Full time

Job summary

1199-SEIU seeks an Administrative Assistant to support the Program Attorney and Citizenship Department in New York. The role focuses on calendar management, communications, and helping members with citizenship services. Strong MS Office skills and discretion are essential.

Responsibilities include handling meetings, preparing documents, and data entry with high accuracy, while maintaining confidential information and supporting events and outreach activities as needed.

Qualifications

• High School Diploma or GED required; College Degree preferred.
• Minimum 1 year Administrative Assistant experience in a fast-paced office.
• Strong proficiency in Microsoft Office including Excel, Word, PowerPoint and Outlook.
• Excellent keyboarding, written and verbal communication skills.
• Ability to build positive relationships and work with diverse populations.
• Experience with healthcare benefits and related programs is a plus.

Responsibilities

• Provide comprehensive administrative support to the Program Attorney and Citizenship Department.
• Serve as primary point of contact for members with professionalism and discretion.
• Manage complex calendars, schedules, meetings, and conferences; coordinate logistics.
• Screen and direct calls and correspondence, maintaining confidentiality.
• Assist members in person and by phone seeking citizenship or immigration services.
• Prepare, proofread, and distribute departmental correspondence and reports.
• Generate reports and perform data entry with high accuracy.
• Maintain departmental records and the Document Management System.
• Process departmental mail and maintain filing systems.
• Coordinate outreach events and assist with logistics.
• Complete special projects and additional duties as assigned.

Skills

Administrative support

Calendar management

Communication

Multitasking

Bilingual

Customer service

Education

High School Diploma or GED

College Degree preferred

Tools

Microsoft Office

Excel

Word

PowerPoint

Outlook

Document Management System

Job description

Responsibilities

• Provide comprehensive administrative support to the Program Attorney and Citizenship Department, ensuring efficient daily operations and workflow management.
• Serve as a primary point of contact for members, demonstrating professionalism, discretion, and high-quality service.
• Manage complex calendars, schedules, appointments, meetings, and conferences; coordinate logistics and resolve scheduling conflicts as needed.
• Screen and direct incoming calls, inquiries, and correspondence, maintaining confidentiality and sound judgment.
• Register and assist members in person and by phone who seek citizenship or other immigration-related services.
• Prepare, proofread, and distribute departmental correspondence, reports, and certified mail documentation.
• Generate reports and perform data entry, with a high degree of accuracy.
• Maintain and monitor departmental records and the Document Management System to ensure accuracy, organization, and compliance with established procedures.
• Process departmental mail and maintain organized electronic and hard copy filing systems.
• Coordinate and support outreach events by preparing materials and assisting with event logistics.
• Complete special projects and perform additional duties as assigned by management.
• Consistently meet departmental performance standards, including attendance, punctuality, dependability, and quality of work.

Qualifications

• High School Diploma or GED required; or College Degree preferred
• Minimum of one (1) year Administrative Assistant experien ce working in a fast-paced office environment with the ability to effectively prioritize, multitask, and meet deadlines.
• Must have strong proficiency in Microsoft Suite, Excel, Word, PowerPoint and Outlook.
• Excellent keyboarding skills required
• Excellent written, verbal, and interpersonal communication skills, with the ability to build positive working relationships and interact professionally with diverse populations.
• Strong troubleshooting and problem-solving skills, with the ability to identify issues and resolve them efficiently.
• Experience with healthcare benefits and knowledge of the comprehensive package of health, pension and other benefits available through the 1199SEIU Funds preferred.
• Must be available to work evenings and weekends as needed.
• Bi-lingual sp eaking preferred.