Administrative Assistant @ PS 169 - Spanish Bilingual Required

Part-time, school-year position in CFL’s School-Based Programming at PS169 (4305 7th Avenue, Brooklyn, NY, 11232). Reports to the Program Director/Supervisor.

About the role

Provide essential multi-faceted support to CFL’s school-based program through office/administrative duties and family engagement.

Responsibilities

• Assist with daily administrative tasks: maintain weekly attendance rosters, keep accurate daily headcounts, and oversee sign-out for early pick-ups.
• Answer office phones, make calls to parents as needed, check voicemail, site email, and other communication apps, and respond accordingly.
• Maintain online attendance databases and run regular data reports to check for accuracy.
• Manage enrollment processes, transferring registration information from paper forms to online system and creating rosters in Excel.
• Ensure student and staff files are up to date throughout the year (including newly enrolled students & new hires).
• Keep highly organized paper/electronic files and detailed spreadsheets.
• Clean and organize office space; responsible for upkeep of technology, equipment, and office supplies.
• Design and implement new systems to streamline administrative procedures.
• Make and distribute copies of permission forms and flyers; compose and send email blasts with program announcements.
• Occasionally supervise and provide social-emotional support to program participants in groups and individually.
• Translate program and parent outreach documents.
• Provide sensitive interpretation services during conversations and interventions with students and families.
• Contribute to the planning and execution of special events and other community-building activities.
• Attend weekly staff meetings and other mandatory professional development workshops.
• Some evening and weekend hours required throughout the year; may occasionally stay after scheduled shift to supervise late pickup.
• Adhere to all agency and NYC Public School policies, including dress code which requires a CFL T-shirt (provided) and clothing/shoes that allow you to move comfortably.

Qualifications

• High School Diploma or Equivalency Diploma; bachelor’s degree a plus.
• 2 years of after-school program/office experience or currently in college.
• Good verbal and writing skills.
• Highly organized and able to manage time efficiently.
• Detail-oriented, dependable, and proactive.
• Strong Youth Development background.
• Skilled in working with youth of all ages.
• Flexibility and the ability to work well as a member of a team.
• Interested in creating positive experiences for groups of youth, including participants with special needs and challenging behaviors.
• Bilingual: English/Spanish required.

Relationships & working conditions

• Build and maintain positive working relationships and daily interactions with participants, volunteers, co-workers, and supervisors.
• Fully engage in all professional development spaces, including staff meetings and individual meetings with supervisor.
• Effectively communicate with children, teenagers, parents, and outside agency staff.
• Maintain contact as needed with participants’ families, school personnel, and external community groups.
• Give and receive feedback from supervisors, colleagues, students, and other school stakeholders in a constructive and respectful manner.
• Strong sensitivity to cultural differences present among staff and clients within the organization.
• Belief in people’s ability to grow and change; forge mutually respectful partnerships with the people served and their families.
• Actively engage and interact with children, teens, families, coworkers, and outside agency staff each day in a fast-paced, high-energy environment.
• Work primarily in an office setting; considerable time spent at a desk using a computer.
• Share an office/desk with other program staff; flexible working in an office setting and non-traditional classroom spaces.

Pay

$25 per hour, commensurate with education and experience.

Schedule

• 20–24 hours per week, Monday–Friday, 2 pm to 6 pm; individual schedule assigned by supervisor.
• One bi-weekly evening meeting, to be scheduled.
• Occasional holiday camps, extended professional development days, and mandatory CFL Agency-Wide Retreat.
• Timeframe: September 2026 – June 2027.

Benefits

• Voluntary life, disability, flexible spending account, and 403(b) retirement plan.
• 12 paid holidays, 2 floating holidays, and up to 20 paid vacation days per year.
• One sick day per month.