Office Assistant

Title: Office Assistant

Reports to: Talent Acquisition Manager and HR Operations Manager

Department: Human Resources

Location: Bronx, NY / Brooklyn, NY

Remote Status: On-Site

Classification: Full – Time 10AM – 6PM

About the Organization

Children of Promise, NYC's (CPNYC) reimagines a just society that values the purpose of every child impacted by mass incarceration and removes barriers to create opportunities for children to thrive and achieve their full potential. CPNYC's mission is to support and advocate for the children of incarcerated parents while speaking out against root causes that affect the communities we serve, including systemic racism, poverty, and bias in our nation's criminal justice system. CPNYC has successfully developed an innovative model, the only one of its kind in New York City, which co-locates a licensed mental health clinic and children's centers in Bedford Stuyvesant, Brooklyn, and the South Bronx. CPNYC provides an array of youth development programming and services tailored to each child's individual strengths and challenges and fosters a unique uplifting environment to foster hope and resilience.

Position Overview: The Office Assistant provides administrative support to the Human Resources function and serves as a first point of contact for staff, candidates, families, and visitors. This is a coordination and execution role built on accuracy, follow-through, and discretion.

A significant portion of this position supports the pre-employment clearance process. CPNYC staff must complete a multi-agency clearance sequence before they can begin work, and the speed and accuracy of that process directly determines whether our programs are fully staffed on the day scholars arrive. The Office Assistant tracks outstanding documents, assembles complete packets, and keeps personnel files correct and current.

Essential Job Functions

Human Resources Administrative Support

This position supports two functions. Candidate-facing coordination and document collection are directed by the Talent Acquisition Manager. Regulatory submission, records, and systems of record are directed by the HR Operations Manager.

Under the guidance of the Talent Acquisition Manager:

• Coordinate and schedule fingerprinting appointments for new hires, interns, and volunteers
• Track outstanding clearance and onboarding documents and follow up proactively with candidates and new hires until each file is complete
• Collect and verify new hire paperwork, including employment eligibility documentation, tax forms, and emergency contact information
• Enter and maintain accurate candidate data in the applicant tracking system throughout the hiring process
• Prepare and forward completed clearance documentation to the HR Operations Manager for submission

Under the guidance of the HR Operations Manager:

• Assemble and submit pre-employment clearance packets, including Statewide Central Register (SCR) forms, Justice Center Staff Exclusion List (SEL) submissions, and OCFS and DOHMH clearance documentation
• Create, organize, and maintain employee personnel files in accordance with confidentiality and record-keeping standards, and prepare files for audit and monitoring visits
• Enter and maintain accurate employee data in Paycom and other human resources systems
• Maintain tracking logs for mandated reporter training, CPR and First Aid certification, and other required certifications, and flag upcoming expirations using Paycom along with any other Excel or tracking tool

New Hire Logistics and Scheduling

• Schedule interviews, orientations, and training sessions, coordinating calendars across candidates, hiring managers, and both sites
• Collaborate with IT to set up new hire email accounts and computer logins
• Assign new hire desk location, laptops, and desktops as needed, and create new hire ID badges
• Provide systems orientation to new hires on email, printers, desktops, and phone capabilities
• Support meeting and event logistics for the Human Resources function, including room setup and materials

Office Operations

• Greet and direct staff, candidates, families, and visitors, and manage the visitor sign-in process in accordance with child-safe environment protocols
• Ensure effective telephone and mail communications are handled professionally, both internally and externally
• Open and distribute incoming mail, process outgoing mail, and manage the interoffice mailing system between locations
• Maintain inventory of office supplies and printed materials, monitor stock levels, and prepare purchase requisitions for approval in accordance with organizational purchasing policies
• Maintain accurate records of all purchase requisitions
• Help to schedule conference rooms, organize meetings, and identify space for staff and guests
• Communicate with the Facilities team on building issues and submit maintenance requests as necessary to ensure a safe and effective office environment
• In coordination with the IT team, coordinate scheduled vendor visits for the maintenance of office equipment, including copier, printers, and phones
• Maintain filing systems to track all office related activities and expenses
• Other duties as assigned based on department and/or organizational need

Required Knowledge, Skill and Experience

• High school diploma or equivalent required; Associate degree or coursework in Human Resources, Business, or a related field is a plus
• At least two (2) years of previous administrative, office coordination, or front desk experience
• Multi-line phone experience and working knowledge of mail processes such as postage machine, FedEx, and UPS
• Able to handle sensitive and confidential information with discretion and to work in a professional manner
• Attention to detail and the follow-through to close out an incomplete file without being asked twice
• Excellent time management skills and ability to multi-task and prioritize work
• Excellent written and verbal communication skills; strong organizational and planning skills
• Proficient in MS Office and Google Workspace
• Warm, professional, and welcoming presence with staff, candidates, families, and children
• Paycom experience preferred; familiarity with other HRIS or applicant tracking systems preferred
• Prior experience in a non-profit, school, youth development, or human services setting preferred
• Spanish language proficiency preferred

Conditions of Employment

All CPNYC staff must successfully complete pre-employment clearance requirements prior to their start date, including a Statewide Central Register database check, a Justice Center Staff Exclusion List check, and fingerprint-supported criminal history screening. Mandated reporter training is required of all staff. Employment is contingent upon satisfactory completion of these requirements.

COMPENSATION:

Commensurate with the experience and qualifications of the selected candidate. The salary range for this position is $35,000 to $40,000 per annum. CPNYC provides an excellent benefits package including health, dental, vision, life insurance, 403B Plan, and the opportunity to make an impact in the lives of marginalized Black and Brown children and youth in New York City. We are committed to a diverse, socially just, and welcoming work environment and people of color, people with varying abilities, and people of all sexual orientations and gender identities are especially encouraged to apply.

Disclaimer: The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. These statements are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.

Children of Promise, NYC is an Equal Opportunity/Affirmative Action Employer. All employment decisions are made without regard to race, color, age, gender, gender identity or expression, sexual orientation, marital status, pregnancy, religion, citizenship, national origin/ancestry, physical/mental disabilities, military status or any other basis prohibited by law. EOE, M/F/D/V