Administrative Assistant

Responsibilities

Manage departmental office procedures, including communications, records, supplies, facilities requests, scheduling, petty cash, and coordination with staff and outside agencies. Prepare and proofread reports, letters, timecards, expense documentation, and statistical data, and attend assigned meetings and training.

Requirements

Requires a bachelor’s degree or an associate degree in Secretarial Science or Business with five years of administrative experience; the posting also lists three years of administrative experience and two years of budgeting and facilities management experience. Candidates must type at least 30 words per minute, have two years of experience with Microsoft Office and Excel, and be able to communicate in English; bilingual ability is preferred.

Skills

• Office Administration
• Telephone and Voicemail Management
• Data Entry
• Records Management
• Facilities Coordination
• Inventory Management
• Supply Ordering
• Scheduling
• Training Coordination
• Petty Cash Administration
• Budgeting
• Expense Reporting
• Statistical Reporting
• Timecard Preparation
• Microsoft Office
• Microsoft Excel

About this role

Description
Schedule of hours are not a set schedule of 9:00am-5:00pm. Hours can vary!

1) Management of Office Procedures:
· Provide consultation to the Director and Assistant Director on matters relating to the operation of the department.
· Respond to telephone inquiries and take messages in a professional manner, including management of the departmental voicemail system and telephone logs.
· Respond to work orders, prioritizing requests and providing direction to maintenance staff.
· Preform data entry into systems
· Maintain kitchen inventory and ensure compliance with policy and regulatory requirements.
· Prepare and maintain all office and records as per agency requirements
· Initiate contact with or respond to outside agencies upon receipt of correspondence as required or instructed.
· Coordinate and order supplies necessary for department operation according to procedure.
· Assist with advising new departmental staff of the policies, work standards and schedules.
· Maintain office equipment in operating condition and requisition repairs as needed.
· Schedule meetings, appointments and maintain office calendar as required by the Director and Assistant Director.
· Organize and coordinate training programs for departmental staff as needed or directed.
· Maintain the office petty cash program including administration of petty cash, records keeping and check requests for replenishment.
· Maintain system for filing and reconciliation of bills.
· Maintain good working relationships with staff members throughout the agency.
· All other duties as assigned by the Director.
2) Compile and Generate Reports, Letters and Documents:
· Prepare expense reports according to the schedule.
· Collect, maintain and prepare statistical data and reports that contribute to the operation and management of the department.
· Prepare time cards for the department within established timeframes and in accordance with established procedures.
· Manage word processing of letters, reports and other documents for the department.
· Preform proofreading of letters, reports and other documents for the department.
· Prepare reports for internal and external distribution, photocopy and assemble material as required.
3) Attend Meetings, Seminars as Assigned:
· Attend meetings as assigned.
· Attend annual in-service as required or mandated.
Requirements

· Bachelor’s Degree or Associate Degree with a concentration in Secretarial Science/Business and 5 years administrative experience.
· 3 years administrative experience.
· 2 years’ experience with budgeting and facilities management.
· Must possess the ability to accurately type 30 wpm.
· 2 years’ experience with Microsoft Office and Excel
· Ability to speak, read and write English, Bilingual preferred.

§ Must possess sight and digital senses or prosthetics that will enable the essential functions of the job to be completed.

About Vocational Instruction Project

Hospitals and Health Care · 201-500 employees · headquartered in Bronx, New York · founded 1974