Job description

BASIC FUNCTION OF POSITION

• Reports to the Assistant Executive Director of Administrative Services in carrying out administrative tasks and responsibilities by displaying initiative, assuming appropriate responsibility, exercising sound judgment, and making decisions within the scope of his/her authority.
• Ensures that all programs have proper office support and that equipment and materials are available in support of the programs.
• Develops and implements instruments for evaluating effectiveness of site operations within the scope of the below listed duties and responsibilities.

MAJOR DUTIES AND RESPONSIBILITIES

ADMINISTRATIVE

· Monitor and insure prompt and effective responses to requests and inquiries.

· Performs checks and balances and can provide solutions to problems that arise along with monitoring day to day activities.

· Provides appropriate technical assistance and office support to site Directors and staff.

· Works with Assistant Executive of Director of Administrative Services, and site Directors, on office space planning and design projects.

· Distribution of materials and correspondence, as required.

· Prepares schedules and notifications for meetings scheduled by the site Directors.

· Maintains the Visiting and Meeting Rooms’ schedule.

· Maintain current remote office site work schedule, with information provided by site program Directors, to ensure efficient use and availability of offices and workstations.

· Maintains current knowledge of agency policies and procedures.

· Willing to expand knowledge base to include some child welfare functions in order to provide technical support or assistance as needed.

· Identifying workers who obtain parking tickets and moving violations on agency vehicles & submittal of payment to the agency for reimbursement of tickets paid out or overdue.

· Organize on-site staff meetings in coordination with Senior Management and site Director’s.

· Coordinate set up for staff or client breakfast and lunch meetings, when scheduled at office.

OFFICE MANAGEMENT

• Responsible for reconciliation and distribution of petty cash.
• Maintain office assigned fleet of agency vehicles - inclusive of distributing vehicles letters for parking garage, maintenance of sites assigned vehicles, tracking of daily usage of vehicles, maintaining vehicle schedule book and vehicle logs, completion and submittal of accident reports, and keeping updated log for vehicle inspection and registration information.
• Maintain inventory of all office supplies and equipment.
• Monitor community-based satellite offices supplies and equipment.
• Monitor usage and replenishment of postal meter funds and supplies.
• Provide support and maintenance for all office equipment.
• Responsible for programming, assigning and reassigning of keypad codes to staff on a quarterly basis; and manage office ID access cards provided by Landlord property management.
• Responsible for creating voicemail boxes for new staff.
• Responsible for performing and recording of office fire drills on a quarterly basis.
• Responsible for maintaining updated outlined staff chart, seating location, phone extensions & organized key system.
• Ensure office fire and safety system equipment is in order and inspections are current (i.e. fire extinguisher tags).
• Maintain central air conditioning and heating temperature controls.
• Maintain active knowledge of agency rules, policies & guidelines.
• Post incoming correspondence, job postings, monthly meeting schedules and HR required information for workers.
• Responsible for distribution payroll and program checks, as needed.
• Responsible for developing and implementing clerical staff reception coverage rotation schedule and insuring adherence to the schedule.
• Responsible for accepting deliveries and maintaining storage rooms.
• Supervises receptionist, and office assistance and interns, as needed.
• Monitors all office equipment and resolves problems on own or notifies appropriate technical support.
• Provide solutions to problems that arise along with the mentoring of day to day activities.
• Monitor and insure prompt effective responses to requests and inquiries.
• Prepares closed records & other related materials for transit to storage facility & maintains updated indexes of boxes sent to storage.
• Other duties as necessary to support proper site functioning.
• Provide Office Management support and back up at other agency offices, located in Bronx and Manhattan, as needed.

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Tuition reimbursement

Schedule:

• 8 hour shift

Ability to commute/relocate:

• New York, NY 10037: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• Office Management: 2 years (Required)
• Microsoft Office: 2 years (Required)

Work Location: One location

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