Catholic Charities Community Services of New York Administrative Assistant in New York, United States


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Administrative Assistant

Location: New York, NY

FLSA Status: Full-Time, Non-Exempt

Classification: Administrative Worker

Department: Business Services

Office: Facilities

Reports to: Facilities Manager

Supervisory Responsibilities: No

Summary: As an Administrative Assistant you will be responsible for providing office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects. You will support managers and employees through a variety of tasks related to organization and communication. You will communicate via phone and email ensuring that all administration tasks are completed accurate and delivered with high quality and in a timely manner

Essential Duties and Responsibilities include the following. Other duties may be assigned.

  • Process all Approved For Payment (AFP’s) documents; must ensure that the proper coding is used.

  • Assisting all the various facilities that are the responsibility of the department, to include but not limited to ordering phone service, cable/internet, office equipment, etc.

  • Phones/iPad, etc. - Assisting with activation, billing and maintenance of all cell phones, Responsible for all document relating to company vehicles to include registration, renewals, insurance, inspections, maintenance, parking permits and tickets.

  • Responsible for filing all documents and maintain an accurate and up-to-date filing system.

  • Processing mail to include FedEx; reviewing and submitting department timesheets.

  • Work closely with vendors to resolve any billing issues and ensuring that all documents required to process payments are accurate.

  • Special projects as assigned

Position Type and Expected Hours of Work:

This is a full-time position. Days are generally Monday – Friday, 9-5. Additional hours may be required, as well as travel for certain meetings/trainings.

Working conditions and physical demands required:

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  • Occasional travel to attend/assist at special events/meetings using public transportation or vehicle, traverse city streets; occasionally ascend/descend stairs, and be exposed to outside weather conditions.

  • Ability to address clients who require consistent and comprehensive support, and who may be under great stress.

  • Remain stationary at a work station and/or use a computer at least 70% of the time, on/off site.

  • Ability to operate standard office equipment i.e. copier, fax, scanner, postage machine and printer.

  • Ability to use and respond to phone calls.

  • Ability to transport/lift and file documents in cabinets.


Education and/or experience required:

  • High School Diploma or Equivalency

  • A minimum of two (1) years’ relevant experience.

Skills, Licenses, and/or competencies required:

  • Computer proficiency in MS Office. Must successfully pass Prove-It skills test in MS Word and Excel.

  • Good interpersonal, organizational and time management skills; ability to work independently.

  • Excellent verbal and written communication skills.

  • Ability to exercise discretion and good judgment.

  • Excellent time management and organizational skills and ability to multi-task and prioritize work