Administrative Assistant (Union Hall)

Childrens Rescue Fund; New York (NY); On-site; USD 34,000 - 46,000; Full time

Job summary

Children’s Rescue Fund in New York, NY seeks an Administrative Assistant to handle clerical duties, greet clients, and manage communications with a focus on accuracy and discretion. The role uses the DHS CARES system for bed management and admissions, with responsibilities spanning billing support, report preparation, records maintenance, and daily attendance coordination.

Candidates should have a high school diploma, at least two years of secretarial experience, bilingual English/Spanish, and

Qualifications

• High School Graduate or GED.
• Minimum of two years secretarial/clerical responsibilities.
• Ability to communicate in English and Spanish.
• Accurately typing 50 w.p.m.; Word Processing at 200 strokes per minute.
• Utilize good judgment and discretion in handling confidential information.
• Must be detail-oriented, highly organized, and able to work independently.
• Ability to manage multiple and shifting priorities with strong follow-up skills.
• Excellent project management, time management and presentation skills.
• Excellent oral and written communication skills coupled with strong interpersonal skills.
• Proficient in MS Office, Outlook, Excel (intermediate to advanced level), PowerPoint, and Adobe.

Responsibilities

• Responsible for all clerical duties up to and including typing, filing, calendar maintenance, meeting schedules and telephone communications.
• Utilizing the DHS CARES system complete Facility Bed Management, Client admissions, discharges, and transfers discharges.
• Assist with Facility Billing, Audits, Reconciliation, etc. using the DHS CARES System.
• Prepares and completes report.
• Maintain up-to-date and current filing system for the program.
• Maintain daily school attendance with the assistance of the Department of Education Representative.
• Orders supplies and tracks distribution of supplies.
• Assist staff as needed with filing, etc.
• Performs other duties as assigned.

Skills

Telephone manners

Interpersonal skills

Positive attitude

Bilingual: English/Spanish

Typing 50 wpm

Word processing 200 wpm

Discretion with confidential info

Detail oriented

Organization

Multitasking

MS Office proficiency

Education

High School Diploma or GED

Tools

DHS CARES system

MS Office

Outlook

Excel

PowerPoint

Adobe

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Salary: $40,000.00 Annually

The incumbent will be responsible for administrative functions associated with the Administration Office. The individual will function in many instances as the first point of contact with the program, and therefore, must possesexceptional telephone manners,interpersonal skills, and above all apositive attitude.

PRIMARY RESPONSIBILITIES:

• Responsible for all clerical duties up to and including typing, filing, calendar maintenance, meeting schedules and telephone communications.
• Utilizing the Department of Homeless Services (DHS) - Client Assistance and Re-housing Enterprise System (CARES) complete Facility Bed Management, Client admissions, discharges, and transfers discharges.
• Assist with Facility Billing, Audits, Reconciliation, etc. using the DHS CARES System.
• Prepares and completes report.
• Maintain up-to-date and current filing system for the program.
• Maintain daily school attendance with the assistance of the Department of Education Representative.
• Orders supplies and tracks distribution of supplies.
• Assist staff as needed with filing, etc.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

• High School Graduate and/or G.E.D.
• Minimum of two (2) years secretarial/clerical responsibilities.
• Ability to communicate in English and Spanish [Bi-lingual].
• Must be capable of accurately typing 50 w.p.m.; Word Processing at 200 strokes per minute.
• Utilizegoodjudgment anddiscretion inthehandlingofconfidentialinformation.
• Mustbedetailoriented, highly organized,andcanworkindependently.
• Abilitytomanagemultipleandshiftingprioritieswithstrongfollow-upskills.
• Excellentprojectmanagement,timemanagementandpresentationskills.
• Excellentoralandwrittencommunication skills coupledwithstronginterpersonalskills.
• ProficientinMSOffice,Outlook,Excel (intermediate to advanced level),PowerPoint,andAdobe.

OTHER REQUIREMENTS:

• May be required to work long hours and a varied schedule.
• Travelling throughout various locations in the New York City area.
• Lifting and moving objects weighing up to 30 pounds several times a week.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EEO Statement– Children’s Rescue Fund is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status.