Office Associate

Seamen's Society for Children and Families; New York (NY); On-site; USD 45,000 - 48,000; Full time

Benefits offered by this job

Training programs

Generous paid time off

Medical, dental, and vision insurance

403(b) retirement plan

Commuter benefit program

Employee assistance program

Job summary

The Office Associate at Seamen’s Society for Children and Families provides general administrative, clerical, and office operations support to the Administrative Services Department and other agency departments. This role assists with office supplies, purchasing documentation, mail distribution, meetings, travel, agency events, and routine administrative functions to keep operations running smoothly.

Candidates should have strong organizational and communication skills, the ability to manage

Qualifications

• Associate degree required; bachelor’s degree preferred.
• 1+ year in administrative, clerical, or related role.
• Experience with office procurement, inventory, and accounts payable support preferred.
• Ability to lift up to 20 pounds; travel between Staten Island and Brooklyn.

Responsibilities

• Order approved agency office supplies and maintain an organized supply room.
• Inventory and replenish printer ink, coordinate supplier service.
• Prepare basic office supply packages for new hires and current staff.
• Assist with purchase orders, supporting documentation, and records.
• Track open orders, deliveries, receipts, and purchasing documentation.
• Match receipts to charges and assist finance with monthly billing.
• Coordinate hotel and travel arrangements for agency staff.
• Organize mail distribution and ensure delivery to Brooklyn.
• Maintain postage, reserve meeting rooms, and arrange IT support as needed.
• Assist with special projects and agency announcements.

Skills

Organizational skills

Time management

Verbal and written communication

Team collaboration

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Office

Outlook

Excel

MS Teams

Job description

Seamen’s Society has been dedicated to helping children survive, thrive, and succeed for over 175 years. 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.

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

• Order approved agency office supplies and maintain an organized and adequately stocked supply room.
• Inventory and maintain printer ink and toner supplies and coordinate supplier service and replenishment.
• 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.
• Match receipts and supporting documentation to American Express charges and assist finance in finalizing monthly billing records.
• Track agency office equipment and assist 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.
• Maintain the postage machine, mailing supplies, and apply postage to outgoing 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.
• Help with toy room, donation, and event supply organization and distribution when needed.
• Participate in the Agency emergency call list.
• Welcome and direct visitors to the 4th floor.
• Provide coverage for administrative phones, the switchboard, reception, or other office functions occasionally.
• Assist with special projects as needed.
• Perform other duties or responsibilities as assigned.

Requirements

• Excellent organizational, verbal, and written communication skills and strong time management.
• 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

• Associate degree required; bachelor’s degree preferred.
• At least one (1) year of administrative, clerical, office support, customer service, or related experience.
• Experience with office supply procurement, inventory management, purchasing documentation, and/or accounts payable support preferred.
• Notary Public certification preferred.
• Work Monday through Friday, 9:00 a.m. to 4:45 p.m. Scheduled 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.

Benefits

• Extensive training and career development programs.
• Generous paid time off and holidays, including 13 paid holidays, half‑day summer Fridays, and ample vacation, personal, and sick time.
• Robust medical, dental, and vision insurance with significant subsidies.
• Company‑paid life insurance, a 403(b) retirement plan with agency contribution, and a tax‑deferred annuity.
• Commuter benefit program and flexible spending accounts.
• Access to Plum Benefits for exclusive discounts and special offers.
• Employee assistance program for mental health, financial advice, and personal well‑being.
• Internship and referral programs with incentives.

Additional Information

Seamen’s Society is an equal‑opportunity employer and is committed to providing an inclusive and welcoming environment for all staff, participants, volunteers, subcontractors, and vendors. We do 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.

Salary

$45,000 – $48,000