Administrative Assistant, Part-Time

Options for Community Living, Inc.; Town of Islip (NY); On-site; USD 30,000 - 33,000; Part time

Benefits offered by this job

Generous PTO: Wellness, Vacation, Sick

403(b) retirement plan with employer H

Employee Assistance Program

Tuition Assistance

Wellness Initiatives

Paid Training & On-the-Job Training

Promotional Opportunities

Mileage reimbursement

Job summary

Options for Community Living, Inc. is seeking an Administrative Assistant to support the Facilities team in Ronkonkoma, NY. The role involves data entry, purchasing, vendor management, and site safety tasks, with a focus on supporting maintenance and operations across multiple sites.

The position is part-time (21 hours/week), non-exempt, with a $22.00–$24.00 hourly wage and a $500 sign-on bonus. Bilingual? Not specified; benefits include PTO, retirement plan, EAP, tuition assistance, and more.

Qualifications

• High School graduate or the equivalent.
• One year of general office experience required.

Responsibilities

• Data Entry – input annual maintenance completion dates into Microsoft Access.
• Process purchases/receipts for maintenance items every two weeks.
• Order office supplies through Amazon as needed.
• Maintain vendor binders with licenses and insurance info.
• Maintain key inventory and update the key sheet.
• Run pending reports for mechanics prior to visits.
• File all work orders for MH and ATC departments.
• Maintain cabinet inventory and spreadsheets for facilities supplies.
• Manage/monitor Ring cameras and update locations weekly.
• Monitor van maintenance and NYS inspections; maintain logs.
• Update detector inventories and access BK Fire report system.
• Distribute Monthly Mechanic Safety forms and record submissions.
• Provide reception coverage as needed.
• Perform additional administrative duties as assigned.

Skills

High School diploma

Office experience

Education

High School diploma or equivalent

Tools

Microsoft Access

Amazon (ordering)

Job description

Options for Community Living, Inc. is committed to helping Long Island’s most vulnerable families and individuals live healthier, more stable, and productive lives. In 1982, Options was established to respond to the need for housing in the community for people with serious mental illness. Today, Options serves over 2,000 adults and children annually and manages more than 160 residential properties across Long Island.

Sign-on Bonus

• $500 Sign-on Bonus!*

Administrative Assistant – Facilities team

An ideal candidate should meet the following requirements:

• High School graduate or the equivalent.
• One year of general office experience required.

Our Benefits include:

• Generous PTO: Wellness, Vacation, Sick Time
• 403(b) retirement plan with an employer match
• Employee Assistance Program
• Tuition Assistance
• Wellness Initiatives
• Paid Training & On-the-Job Training
• Promotional Opportunities
• Mileage reimbursement

Salary Range:

$22.00/hr. - $24.00/hr.

The above salary range represents Options for Community Living’s good faith and reasonable estimate of potential compensation that may be offered to a successful applicant for this position at the time of this job posting and may be modified in the future. When determining a salary offer, several factors may be considered as applicable (e.g., years of relevant experience, education level, language skillset, credentials, professional licensure, budget, and internal equity).

Schedule:

21 hours/week, Monday - Friday

Location:

Ronkonkoma, NY

Pay Type:

Non-exempt

Responsibilities:

The Facilities Assistant assists the Facilities Manager and Facilities Coordinator with the following:

• Data Entry – Input all completion dates for annual maintenance of agency contracts into Microsoft Access database, such as air conditioner maintenance, furnace cleaning maintenance, irrigation maintenance, and gutter cleaning maintenance.
• Process purchases/receipts for maintenance-related items for mechanics every two weeks when mechanics are at the main office. Make copies of receipts/purchases.
• Order office supplies through Amazon when needed for facilities office staff and mechanics.
• Maintain the vendor binders with hard copy records of all license and insurance information and the removal and addition of new vendors.
• Maintain key inventory in the key cabinet for the ATC and MH department for all sites, including updating the key sheet for each box.
• Run pending reports for mechanics every two weeks prior to their visits to highlight any outstanding items for Facilities Manager.
• File all work orders for the MH and ATC departments.
• Maintain supply cabinet inventory and spreadsheet for facilities supplies for mechanics and staff.
• Manage/monitor Ring cameras at specified sites. Update locations and camera status and distribute spreadsheet weekly to staff.
• Monitor van maintenance. Track New York State inspections, complete registration renewals online, service updates, and Options bi-annual inspections. Maintain Options Van Maintenance Logs and update spreadsheets to track van assignments and locations.
• Update inventory of smoke/carbon dioxide detectors for all sites on a spreadsheet. In addition, work with Quality Improvement to access BK Fire report system.
• Distribute Monthly Mechanic Residential Safety forms. Record submissions by building mechanics.
• Provide coverage for the reception desk as needed.
• Additional administrative duties as assigned.

Salary Range:

$22 USD - $24 USD

Incredible people doing meaningful work. People come to work at Options to help improve the overall quality of life for individuals within the community. Our welcoming workforce is dedicated to helping the most vulnerable Long Islanders reach their fullest potential.