Administrative Assistant Req-5108

BronxWorks; New York (NY); On-site; USD 42,000 - 52,000; Full time

Job summary

BronxWorks seeks an organized administrative assistant to provide clerical support, manage records, and assist with program data entry across multiple departments in New York City.

Responsibilities include answering calls, filing, managing supplies, and generating reports for grant reporting and compliance, with opportunities to support the SNAP-Ed team and various program sites.

Qualifications

• Associates degree, or high school diploma or equivalent and four 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
• NYC Food Protection Certificate a plus, required within 6 months of hire
• High school diploma or equivalent credentials required, an Associates Degree preferred.

Responsibilities

• Provide general clerical support—ordering supplies, filing, scanning, word processing, photocopying.
• Answer telephone, take messages, and direct calls to appropriate parties.
• Maintain and organize necessary documents such as original receipt, packing slips, invoices.
• Input program data into tracking systems or databases for grant reporting and compliance.
• Generate monthly or quarterly reports on program participation and outcomes.

Skills

Typing 50 WPM

Professional communication

Office equipment handling

Education

Associate degree

High school diploma or equivalent

Associates preferred

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.

East Concourse Older Adult Center: Hosting spaces where new friendships are made, creating opportunities for older adults to thrive, connect and explore, and providing support to successfully navigate life.

Responsibilities

• Provide general clerical support-ordering supplies, filing, scanning, word processing, photocopying.
• Answer telephone, take messages, and direct calls to appropriate parties.
• Purchase office supplies and/or equipment, including maintaining appropriate documentation for reconciling invoices in Nexonia (fiscal payment system) in a timely manner.
• Maintain and organize necessary documents such as original receipt, packing slips, invoices.
• Maintain inventory logs monthly for all items purchased, transferred, damaged or discarded.
• Troubleshoot issues with purchases, vendors, deliveries and take corrective action in a timely manner.
• Welcome and greet visitors and program participants/clients.
• Track participation in mental health screening, nutrition assessments, and physical activity programs.
• Prepare sign-in-sheets, attendance logs, and feedback forms for program events.
• Maintain records of meal program participation.
• Input program data into tracking systems or databases for grant reporting and compliance.
• Generate monthly or quarterly reports on program participation and outcomes.
• Report to and meet with the supervisor monthly or as needed.
• Maintain and update resource directories and referral logs.
• Maintain general agency and office policies and procedures.
• And other duties as assigned by the program director.
• Provide administrative support to the SNAP-Ed team and BronxWorks Agency.

Program Specific Responsibilities

• Track and deposit cash donations received
• Enter data into Peer Place, Salesforce or any other database required
• Manage and maintain records of all facility, program and staff certifications
• Conduct and assist with program workshop activities
• Collect information and follow-up clients as needed.
• Support program staff.
• Assist with program audits
• Maintain office and program supplies
• Reconcile and submit bills for payments
• As needed support staff at other OAC sites, including working at the site

Qualifications

• Associates degree, or high school diploma or equivalent and four 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
• NYC Food Protection Certificate a plus, required within 6 months of hire
• High school diploma or equivalent credentials required, an Associates Degree preferred.

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] .