Provides clerical and administrative support to program leadership and staff. Responsibilities include calendar and meeting coordination, document preparation, file and employee record maintenance, phone coverage, note-taking, electronic filing, and ordering office supplies. The role requires strong organization, communication, prioritization, multitasking, Microsoft Office proficiency, and at least two years of administrative assistant experience.
Overview
Administrative Assistant
Non-profit staff can work anywhere…. The BEST work with us!
$22.15 per hour
A nationally recognized comprehensive Health and Human Services Agency, with over 60 programs across New York City and the greater New York Area.
Samaritan Daytop Village serves over 33,000 New Yorkers annually within your neighborhoods and communities, so our success depends on those we employ.
The Role
Under the general direction of the Program Director, the Administrative Assistant is responsible for performing a wide variety of clerical tasks which includes, providing support to department managers and staff, assisting in daily office needs, and managing the organization’s general administrative activities. This work is carried out in support of the mission and goals of Samaritan Daytop Village.
ResponsibilitiesWhat You Will Do
- Communicates regularly with management and operational staff.
- Maintains calendars for supervisory staff. Sets up appointments, schedules meetings, and coordinates schedules for the department.
- Maintains accurate work and appointment schedules.
- Coordinates meetings and prepares necessary documents. Helps prepare agendas, amenities, and set-ups for meetings.
- Creates agenda and records notes for interdisciplinary team’s weekly conference.
- Maintains all employee files including memos and evaluations.
- Types and word-processes facility reports, documents, memos, correspondence, etc.
- Maintains appropriate department files of reports, correspondence, memos, etc.
- Maintains the facility’s electronic files.
- Develops and maintains a filing system for facility documents.
- Prepares folders for new files and files folders in a timely and correct manner.
- Retrieves files upon request.
- Answers phones in a professional manner, screens calls, directs calls to the appropriate person, and takes accurate, complete messages when necessary.
- Orders office and program supplies.
Who You Will Be
- Someone with a High School Diploma or High School Equivalency Diploma.
- Some College preferred.
- At least Two (2) years of proven experience as an Administrative Assistant or Office Admin Assistant.
- Working knowledge of general office equipment, such as printers, scanners, and fax machines.
- Computer literacy including proficiency in Microsoft Office Suite
- Excellent time management skills and the ability to prioritize work and multi-task.
- Some flexibility is needed and willingness to stay past the normal shift and/or adjust the schedule to meet tight deadlines.
- Excellent written and verbal communication skills.
- Comfortable with routinely shifting demands.
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