EAST SIDE HOUSE SETTLEMENT

Compensation

Full Description

Job Details Job Location: Early Learn Mott Haven - Bronx, NY Salary Range: $20.00 - $22.00 Hourly Description Position Title Administrative Assistant Department Early Childhood Education Site/Location All Sites Job Classification (HR Use Only) Exempt Full Time Salary Range $20 - $22 per hour Reports To Assistant Executive Director MISSION STATEMENT East Side House cares for the individuals, families, and communities we serve by expanding opportunities to live more fulfilling lives through education, career, and supportive services. JOB DESCRIPTION Summary/ Objective East Side House (ESH} is a community resource in the Bronx and Northern Manhattan. We believe education is the key that enables all people to create economic and civic opportunities for themselves, their families, and their community. ESH's Early Childhood Education Program aligns with our mission by providing high quality programs and services within community centers and school partnerships. Reporting to the Assistant Executive Director, the Administrative Assistant will oversee office operations within the Early Learn program, for example, reception area, mail handling, processing purchase requests, report generation, etc. Subsequently, meeting the administrative needs of the department, and driving office operations in an efficient manner to support staff in the day-to-day administration of the Early Childhood program. Under the direct supervision of the Assistant Executive Director, the Administrative Assistant is expected to perform each essential duty of this position in a satisfactory manner. The requirements listed below are representative, but not limited to the knowledge, skills, and/or ability required. Essential Functions and Responsibilities Duties include, but are not limited to the following key activities: Completes a broad variety of administrative tasks for the Administrative Assistant including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-relating meetings. Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through projects to successful completion, often with deadline pressures. Participates as an adjunct member of the Leadership Team, including assisting in scheduling meetings and attending all meetings. Assists in coordinating the agenda of the Leadership Team meetings and all staff meetings. Provide efficient administrative and office management services to ensure Early Childhood Education administrative needs are met and departmental operations are at optimum level Prepare departmental communiques and disseminate Early Learn community, customers, and partners; respond to inquiries and alleviate concerns. Records management; create, retrieve and return files; receives and validate documents; audit files/records to ensure standards are met Develop and execute workflows to ensure timely and efficient communications, receiving and fulfilment of work requests, status updates on projects and tasks, etc. Manage office operations; reception desk, ordering and dissemination of office supplies, inventory of equipment and supplies, scheduling and coordination of meetings, etc. Establish positive working relationships with departments, agencies, community, etc. to ensure understanding and accordance with service standards, and expectations Liaison with Human Resources (HR) regarding new hires and SW interns' on-boarding; ensures requisite documentation is complete and submitted to HR in a timely manner. Answer multiple telephone lines and forward calls to the appropriate parties: and take accurate messages. Maintain appearance and cleanliness of the reception area, i.e., desk, mail/literature cabinet, mailboxes, etc. Decorate and maintain the bulletin board with job postings, information from the program, etc. Complete check requests. Arrange and coordinate pick-ups by FedEx, UPS, USPS, etc. Acquire reference information as to account allocation. Log incoming packages and overnight and express deliveries upon arrival. Notify recipients of packages and overnight deliveries immediately. Assist Early Childhood Education Leadership Team with other projects as needed. Program Operations Duties and Responsibilities:​​​​​​​​​​​​​​ ​​​​​​​Assemble and prepare data for employee data reports Assist with job postings and resume distribution Other Duties Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Qualifications Qualifications To perform this position successfully, the Administrative Assistant must be able to fulfill all the elements of the job description to the highest standard and be able to work well with colleagues in a high energy and collaborative work environment. Additional qualifications include: Education/ Experience Bilingual in English/Spanish Associate degree with prior experience preferred, High School Diploma with prior experience required Demonstrated knowledge of community service/development. Competencies Teamwork Orientation Initiative Sound Decision Making Communication Proficiency (written and verbal) Customer/Client Focus Time Management Attention to detail Organizational Skills Clearance Employees must be clear to work at ESH. Employment is contingent upon successful completion of background checks and/or screenings. Supervisory Responsibility N/A Physical Demands This role may involve occasional lifting or moving of items up to 25 pounds and routine use of standard office equipment. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Expected Work Schedule The work schedule expected for this position is: Monday through Friday from 8am to 4pm, as aligned to the needs of the program/service. The schedule may be adjusted based on ESH's operational needs, with notice provided whenever possible. EEO Statement East Side House (ESH) is an Equal Opportunity Employer and strongly encourages individuals with disabilities, and veterans to apply. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.