Administrative Assistant I, The Kensington Family Shelter

About the role

The Administrative Assistant I position at CAMBA is responsible for providing administrative support to the Vice President.

Responsibilities

• Greet visitors/clients, determine nature of business, and announce visitors to appropriate personnel.
• Provide callers with answers to questions about the organization (i.e., address, fax #, directions, etc.).
• Compose, type and send general correspondence, memos, reports and marketing materials (via e-mails, faxing, interoffice mail, etc.).
• Copy, collate and file correspondence and various documents weekly.
• Organize and maintain filing system(s), including ensuring all critical files are up to date.
• Cookordinate and schedule meetings, conference calls, prepare agendas, reserve and prepare meeting rooms/facilities.
• Record, type and distribute minutes of meetings.
• Enter data into automated management information system.
• Ensure all agency forms, staff directory, and profiles are updated weekly.
• Ensure that fax and copy machines are in working condition.
• Monitor, troubleshoot, and track all office equipment maintenance issues.
• Schedule all office equipment repairs and servicing as needed.
• Prepare, submit and track all MIS requests for assistance.
• Post, monitor and secure information on all employee and/or client bulletin boards.
• Provide purchasing/procurement support (i.e., reconcile purchase orders and invoices).
• Order, receive, track, store and distribute office supplies.
• Aid in the audit of all employees time and attendance data.
• Deliver all employee time sheets to the fiscal department.
• Cookordinate and assign clients/staff mail boxes as needed.
• Receive, sort, distribute, re-route client/former client/staff mail, and maintain client mail-log daily.
• Prepare and update family roster and family composition list daily.
• Prepare and post mail-list daily and inform supervisor of gaps in the posting schedule weekly.
• Conduct mail pick-ups and/or deliveries.
• May facilitate, monitor and log client’s business phone usage.
• May coordinate, plan and participate in special events.
• May provide administrative support to upper management staff (EVP, SVP, VP, SPD, PD, APD, SPM, PM).
• May arrange and coordinate travel schedules and reservations, and prepare travel vouchers.
• May update appointment calendars.

Requirements

• High school diploma or G.E.D. and/or equivalent experience.
• Proficient experience using Microsoft Office software and knowledge of databases.
• Ability to type 45 words per minute.
• Must sign NYC DOH/MH attestation stating that candidate has not been the subject of a founded child abuse report.

Qualifications

• Full-time (35 hours per week)
• Comprehensive benefits package including health insurance, dental insurance, 403(b) retirement plan with employer match, paid time off (vacation, personal, and sick time), and paid holidays.
• CAMBA is an Equal Opportunity Employer.

Benefits

• Health insurance
• Dental insurance
• 403(b) retirement plan with employer match
• Paid time off (vacation, personal, and sick time)
• Paid holidays