Administrative Assistant - 5055

Qualifications

• Associates degree, or high school diploma or equivalent and two 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

Essential Duties And Responsibilities

• Purchase Office Supplies and/or equipment, including maintaining appropriate documentation of purchasing decisions and forwarding purchase orders, packing slips and invoices to the fiscal department on a timely basis
• Review invoices for accuracy and forward to fiscal department on a timely basis
• Maintain monthly Inventory Log for all program items, equipment and furniture purchased, transferred, traded in, or discarded.
• Maintain and balance office Petty Cash fund by collecting expense vouchers, reimbursing staff, and reconciling and submitting vouchers to fiscal on, at a minimum, a monthly basis
• Process, distribute and reconcile staff MetroCards and Travel Reimbursements, and maintain appropriate/supporting documentation organized
• Aid Supervisor in monitoring APSNET and assigning incoming cases
• Draft, copy, fax and file memoranda, letters, APS meeting Minutes and/or other agency documents
• Maintain calendar, schedule appointments, and arrange meeting rooms
• Provide office and building tours to program new staff
• Deliver and/or obtain documents to/at BronxWorks offices, funding sources and/or other agencies
• Perform additional duties as assigned by the Executive Assistant, Assistant Director, and Program Director

Program Specific Responsibilities

• Maintain an organized office and assist with smooth functioning of the APS program site
• Providing general support, including filing, photocopying, and sorting mail/office deliveries
• Greeting all visitors, staff, and clients
• Maintaining a petty cash fund
• Keeping an inventory of office supplies and ordering supplies when needed
• Preparing fiscal forms
• Keeping logs of MetroCards distributed and monitoring accurate accounting for the cards
• Reporting IT-related issues with staff cellphones and computers/laptops to the IT Department
• Picking up and delivering packages, proposals and reports
• Aiding in the preparation of mailings/certified letters

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

Benefits

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.