Administrative Assistant (Union Hall)

Children's Rescue Fund; New York (NY); On-site; USD 35,000 - 52,000; Full time

Job summary

The Children's Rescue Fund in New York, NY seeks an Administrative Office Clerk to perform clerical duties, scheduling, and serve as the first point of contact for the program.

The role requires bilingual English/Spanish, strong typing skills, discretion, and MS Office proficiency. Responsibilities include CARES system operations, filing, attendance tracking, supplies, and coordination across sites.

Qualifications

• High School diploma or GED required.
• Minimum of two years of secretarial/clerical experience.
• Bi-lingual English and Spanish.
• Typing 50 wpm; 200 wpm on word processing.
• Use good judgment and discretion with confidential information.
• Detail oriented, highly organized, able to work independently.
• Manage multiple priorities with strong follow-up skills.
• Excellent project, time, and presentations skills.
• Excellent oral and written communication with strong interpersonal skills.
• Proficient in MS Office, Outlook, Excel, PowerPoint, and Adobe.

Responsibilities

• Handle all clerical duties including typing, filing, calendar maintenance, meeting schedules and phone communications.
• Utilize CARES system to complete facility bed management, admissions, discharges, transfers.
• Assist with facility billing, audits, reconciliation using DHS CARES.
• Prepare and complete reports.
• Maintain up-to-date filing system for the program.
• Maintain daily school attendance with DOE representation.
• Order supplies and track distribution.
• Assist staff with filing and related tasks.
• Perform other duties as assigned.

Skills

Exceptional telephone manners

Interpersonal skills

Positive attitude

Bilingual English/Spanish

Accurate typing

Discretion with confidential info

Detail oriented

Multitasking and prioritization

Project and time management

Oral and written communication

MS Office proficiency

Outlook, Excel, PowerPoint, Adobe

Education

High School Diploma or GED

Tools

MSOffice

Outlook

Excel

PowerPoint

Adobe

Job description

PRIMARY FUNCTION/PURPOSE:

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.
• Utilize goodjudgment and discretion 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.