Fiscal Adminstrative Assistant

Position Summary

The Administrative Assistant provides comprehensive administrative, clerical, and operational support to the Administrative Offices and various organizational departments. This position is responsible for maintaining office efficiency through effective communication, recordkeeping, purchasing coordination, inventory management, and administrative support. The Administrative Assistant serves as a key resource in supporting daily office operations, special projects, organizational events, and departmental needs.

Essential Duties and Responsibilities

The duties and responsibilities listed below are representative of the position and are not intended to be all-inclusive. Additional duties may be assigned as needed to support organizational objectives.

Administrative and Clerical Support

· Perform general administrative, clerical, and data entry functions.

· Prepare, type, edit, and distribute meeting minutes, meeting notices, reports, memoranda, correspondence, and other documents.

· Maintain filing systems, records, and administrative documentation in both electronic and hard-copy formats.

· Photocopy, scan, and distribute documents as required.

· Update and maintain administrative databases, spreadsheets, and tracking systems, including AMEX spreadsheets, Fund EZ, and other organizational data sources.

· Assist with the maintenance and backup of administrative files and records, including AMEX backups and Traffic Violation tracking spreadsheets.

· Support the CFO with special projects and assignments.

· Collaborate with administrative staff and departments to ensure timely completion of projects and tasks.

· Serve as a liaison between departments, programs, and external stakeholders to facilitate communication and coordination.

Reception and Communication Support

· Provide backup coverage for the reception desk as needed.

· Answer, screen, and direct incoming telephone calls in a professional and courteous manner.

· Schedule appointments and assist visitors, clients, and staff.

· Receive, sort, and distribute incoming and outgoing mail and packages.

Purchasing and Inventory Management

· Coordinate the procurement of furniture, equipment, office supplies, and operational materials for all organizational programs.

· Purchase supplies and materials for the Food Pantry and other organizational initiatives.

· Research products and vendors and assist in obtaining competitive pricing when appropriate.

· Provide purchasing recommendations and support for special events, including but not limited to:

o Christmas Toy Drive

o Thanksgiving Turkey Giveaway

o Back-to-School Giveaway

· Maintain inventory levels of office supplies, maintenance supplies, and other materials necessary for administrative operations.

· Monitor inventory usage and reorder supplies as needed to ensure uninterrupted operations.

Equipment and Facilities Support

· Assist with the operation, troubleshooting, and coordination of maintenance for office printers, scanners, and other office equipment.

· Help ensure office kitchen appliances are functioning properly and maintained in good working condition.

· Coordinate service requests and repairs when necessary.

Event and Financial Support

· Assist with organizing and coordinating administrative support activities related to special events and organizational functions.

· Support the collection and tracking of funds related to approved organizational events, including:

o UPS Annual Gala

o Holiday Parties and Raffles

o Other agency-sponsored fundraising or recognition events

· Maintain accurate records and documentation related to event-related transactions in accordance with organizational procedures.

Additional Responsibilities

· Exercise discretion and maintain confidentiality regarding sensitive organizational information.

· Establish and maintain positive working relationships with staff, vendors, clients, and community partners.

· Perform other related duties and responsibilities as assigned to support the effective operation of the organization.

Required Knowledge, Skills, and Abilities

· Strong organizational and time management skills.

· Excellent verbal and written communication skills.

· Ability to manage multiple tasks and prioritize competing deadlines.

· Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and other business software applications.

· Ability to maintain accurate records and databases.

· Strong attention to detail and problem-solving abilities.

· Ability to work independently and collaboratively within a team environment.

· Professional demeanor with strong customer service skills.

· Ability to maintain confidentiality and handle sensitive information appropriately.

Physical Requirements

· Ability to sit, stand, walk, bend, and lift office materials and supplies as necessary.

· Ability to occasionally lift and carry items weighing up to 25 pounds.

· Ability to operate standard office equipment, including computers, printers, scanners, telephones, and copiers.

Work Environment

The work environment is primarily an office setting with occasional involvement in special events, inventory management activities, and organizational programs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Pay: $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance

People with a criminal record are encouraged to apply

Education:

• High school or equivalent (Required)

Ability to Commute:

• Bronx, NY 10457 (Required)

Work Location: In person