TEST: Administrative Assistant

Job Title:

Location:

Job Description

Administrative Assistant

CCCS Alianza Youth Employment Office, 1544 Shakespeare ave, Bronx, NY 10452

FLSA Status: Full Time, Non-Exempt

Classification: Administrative Support Worker

Department: Alianza Youth Services Program/Contract: Youth Employment Programs

Reports to: Program Director

Supervisory Responsibilities: Yes ☐ No ⌧

Summary: Alianza Youth Services is a non-profit division of Catholic Charities which strives

to strengthen academic achievement, health & wellness, artistic expression and employment

access to young people. Our goal is to provide youth between the ages of 14 - 21 with focused

civic-engagement, work-readiness and paid opportunities. This position will provide essential

clerical and administrative support to the Program Director and assist with various projects to

ensure efficient operations.

Essential Duties and Responsibilities include the following and other duties may be assigned:

● Work closely with the Youth Employment Programs Director in the coordination of

program operations, administrative tasks, and assisting with various projects throughout

the year.

● Handle the Director’s Outlook Calendar to schedule internal and external meetings.

● Receive and manage incoming calls, arrange conference calls, etc.

● Track and maintain expenditures for Director and Youth Employment Programs activities

in coordination with fiscal team;

● Process all invoices for payment through the check request process according to the fiscal

guidelines

● Reconcile and submit personal expenses reports for Director and Youth Employment

Programs team members;

● Maintain filing system of department paperwork and relevant program documentation;

● Maintain, distribute and keep track of all program metro cards, gift cards, petty cash, etc.

● Work closely with Youth Employment Programs team to ensure program data, lists, and

information is current;

● Assist with all contract, foundation, and funding program reports, statistics, data, etc.

● Coordinate orders for office, program supplies and equipment;

● Maintain equipment and other relevant inventory list or assist with up-keep of systems;

● Coordinate with IT and/or Database Manager on program/staff equipment repairs or

upgrades;

● Assist with preparations (materials, refreshments, etc.) for program meetings and events

as directed

● Provide support to the Director and Youth Employment Programs team onn special

projects and tasks;

Position Type and Expected Hours of Work:

This is a full-time position. Days and hours of work are generally 9:00 AM to 5:00 PM, Monday

• Friday. Additional hours may be required to meet program deadlines, or client needs.

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 the job.

● Remain stationary at a workstation and use a computer at least 75% of the time.

● Travel at least 25% of the time using public transportation, traverse city streets;

occasionally ascend/descend stairs, and be exposed to outside weather conditions.

● 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 file client documents in cabinets.

___________

Requirements

Qualifications

Education and/or experience required:

● HS Diploma/GED; Some college credit/courses is a plus,

● Minimum of three (3) years’ related office experience.

Skills, Licenses, and/or competencies required:

● Bilingual, English/Spanish a plus

● Excellent interpersonal, communication and organizational skills

● Ability to be a team player, work independently and with diverse groups of people

● Ability to participate in community service initiatives if needed

● Computer literate.

Employee signature below constitutes the employee's understanding of the requirements,

essential functions and duties of the position.

Employee Signature__________________________________ Date_____