Catholic Charities Community Services of New York Administrative Assistant in New York, United States
Location: New York, NY
FLSA Status: Full-Time, Non-Exempt
Classification: Administrative Worker
Department: Business Services
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