Office Associate

Seamen; New York (NY); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Training & Career Development

Paid Holidays

Medical Insurance

Life Insurance

Commuter Benefits

Employee Discounts

Employee Assistance Program

Internship & Referral Programs

Job summary

Seamen’s Society for Children and Families is seeking an Office Associate to provide essential administrative support across the Administrative Services Department and other agency areas. You will manage supplies, purchasing records, mail, meetings, travel, and events to ensure efficient operations.

The role requires an associate degree (bachelor’s preferred) and 1+ year of relevant experience. Strong MS Office skills, organization, and discretion are essential; occasional travel between

Qualifications

• Associate degree required; bachelor's degree preferred.
• At least 1 year of administrative/clerical or related experience.
• Experience with office supply procurement and purchasing records preferred.
• Notary Public certification preferred.
• Ability to work Mon–Fri, 9:00–4:45; travel between Staten Island and Brooklyn as needed.
• Ability to lift up to 20 pounds.

Responsibilities

• Order and stock approved office supplies; maintain organized supply room.
• Inventory and coordinate printer ink/toner; arrange service with vendor.
• Prepare supply packages for new hires and current staff.
• Assist with purchase orders, approvals, and records.
• Track open orders, deliveries, and receipts; document accordingly.
• Match receipts to AmEx charges; assist finance with monthly billing.
• Track office equipment and assist with inventories.
• Coordinate hotel and travel arrangements; maintain records.
• Organize mail distribution; handle deliveries to Brooklyn.
• Maintain postage machine and organize mailing supplies.
• Reserve meeting rooms; arrange IT support and setup.
• Order meals for meetings and events as needed.
• Assist with internal announcements, staff lists, trackers, reports.
• Support toy room, donation, and event supply organization.
• Participate in agency emergency call list; welcome visitors on 4th floor.
• Occasional coverage for phones, switchboard, reception, or other duties.
• Assist with special projects as requested.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Attention to detail

Teamwork

Discretion

Confidentiality

Microsoft Office

Outlook

Word

Excel

Teams

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Office

Outlook

Word

Excel

Teams

Job description

About Us

For over 175 years, Seamen’s Society has been dedicated to helping children survive, thrive, and succeed. Our programs provide critical support to vulnerable children and families, and we are looking for passionate, dedicated professionals to join us in making a difference.

If you’re seeking a rewarding career where your work truly matters, we invite you to be part of our mission. With opportunities in Brooklyn and Staten Island, we offer competitive salaries, career growth potential, and a comprehensive benefits package.

Seamen’s Society for Children and Families is a 501(c)(3) nonprofit organization and an Equal Opportunity Employer.

Job Summary:

The Office Associate provides general administrative, clerical, and office operations support to the Administrative Services Department and other agency departments. The position assists with office supplies, purchasing documentation, mail distribution, meetings, travel, agency events, and other routine administrative functions to support effective and efficient agency operations.

Duties and Responsibilities

• Responsible for ordering approved agency office supplies and maintaining an organized and adequately stocked supply room.
• Inventory and maintain printer ink and toner supplies and coordinate printer service and replenishment with the agency vendor.
• Prepare basic office supply packages for new hires and current employees.
• Assist with purchase orders, supporting documentation, approval routing, and organized purchasing records.
• Track open orders, deliveries, back-orders, receipts, and other purchasing documentation as assigned.
• Assist with matching receipts and supporting documentation to American Express charges and assist finance in finalizing monthly billing records.
• Responsible for tracking agency office equipment and assisting with periodic equipment inventories.
• Coordinate approved hotel and travel arrangements for agency staff and maintain related records.
• Organize and maintain mail distribution on the 4th floor, distribute received fax items, and ensure mail and materials are delivered to Brooklyn.
• Responsible for maintaining the postage machine and mailing supplies and applying postage to outgoing mail. Organizing and sorting mail
• Reserve meeting rooms and coordinate requests for IT support and basic meeting setup.
• Order and set up meals and refreshments for approved agency meetings and events when needed.
• Assist with internal agency announcements, staff communications, lists, trackers, and routine reports as assigned.
• Help with toy room, donation, and event supply organization and distribution when needed.
• Participate in the Agency emergency call list.
• Welcome and direct visitors coming to the 4th floor.
• Occasionally provide coverage for administrative phones, the switchboard, reception, or other office functions.
• Assist with special projects as needed.
• Perform other duties/responsibilities as assigned within the scope of the position.

Requirements

Skills, Knowledge, and Abilities:

• Excellent organizational, verbal, and written communication, and time management skills.
• Demonstrated ability to manage multiple priorities, follow established procedures, and consistently meet deadlines.
• Strong attention to detail with a high level of accuracy.
• Ability to work effectively both independently and collaboratively as part of a team.
• Sound judgment with the ability to recognize when supervisory guidance or approval is appropriate.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Microsoft Teams.
• Strong customer service, interpersonal, and relationship‑building skills.
• Ability to exercise discretion and maintain the confidentiality of sensitive information.
• Ability to perform the essential functions of the position, with or without reasonable accommodation.

Qualifications/Requirements:

• Associate degree required; bachelor's degree preferred.
• At least one (1) year of administrative, clerical, office support, customer service, or related experience required.
• Experience with office supply procurement, inventory management, purchasing documentation, and/or accounts payable support is preferred.
• Notary Public certification is preferred.
• Ability to work Monday through Friday, 9:00 a.m. to 4:45 p.m. Scheduled work hours may vary based on agency operational needs.
• Ability to lift and carry up to 20 pounds.
• Ability to travel between the agency's Staten Island and Brooklyn locations as needed.

Why Join Us?

• Extensive Training & Career Development – Gain hands‑on experience with comprehensive training programs to enhance your skills and career growth.
• Generous Paid Time Off & Holidays – Maintain a healthy work‑life balance with our comprehensive PTO package, including: 13 paid holidays throughout the year, Half‑day Summer Fridays to make the most of the season, Ample vacation, personal, and sick time so you can recharge and focus on what matters most. Your well‑being is a priority for us. Take time to rest and recharge.
• Robust Medical, Dental, & Vision Insurance – Stay covered with our significantly subsidized plans designed to fit your needs.
• Company paid Life Insurance & Financial Security – We offer life insurance, a generous 403(b) retirement plan (with agency contribution), and a tax‑deferred annuity to secure your future.
• Commuter Benefit Program & Flexible Spending Accounts – Save money on daily expenses with our commuter benefits and FSA options.
• Exclusive Perks & Discounts – As part of our team, you’ll gain access to Plum Benefits, the leading Corporate Entertainment Benefits provider. Enjoy exclusive discounts, special offers, and preferred seating for top attractions, theme parks, shows, sporting events, movie tickets, hotels, and more.
• Employee Assistance Program – Receive confidential support services for mental health, financial advice, and personal well‑being.
• Internship & Referral Programs – Help build the future by mentoring interns or referring great candidates and earning incentives.

Additional Information

Seamen’s Society is committed to providing an inclusive and welcoming environment for all members of our staff, participants, volunteers, subcontractors, and vendors. We respect diversity and accordingly are an equal opportunity employer that does not discriminate based on race, color, creed, religion, national origin, alienage, citizenship status, age, disability, sex, gender, gender identity or expression (sexual orientation, marital status, partnership status, veteran status, genetic information, or any other status protected by applicable federal, state, or local law.