VIP Community Services · 10 hours ago
Administrative Assistant
Bronx, Manhattan, Queens, Brooklyn,NY,US
Full-time
Onsite
Mid, Senior Level
5+ years expVIP Community Services is seeking an Administrative Assistant to manage office procedures and support departmental operations. The role involves handling inquiries, maintaining office inventory, scheduling meetings, and generating reports while ensuring compliance with agency requirements.
Health CareNon ProfitRehabilitationWellness
Responsibilities
Provide consultation to the Director and Assistant Director on matters relating to the operation of the department
Respond to telephone inquiries and take messages in a professional manner, including management of the departmental voicemail system and telephone logs
Respond to work orders, prioritizing requests and providing direction to maintenance staff
Preform data entry into systems
Maintain kitchen inventory and ensure compliance with policy and regulatory requirements
Prepare and maintain all office and records as per agency requirements
Initiate contact with or respond to outside agencies upon receipt of correspondence as required or instructed
Coordinate and order supplies necessary for department operation according to procedure
Assist with advising new departmental staff of the policies, work standards and schedules
Maintain office equipment in operating condition and requisition repairs as needed
Schedule meetings, appointments and maintain office calendar as required by the Director and Assistant Director
Organize and coordinate training programs for departmental staff as needed or directed
Maintain the office petty cash program including administration of petty cash, records keeping and check requests for replenishment
Maintain system for filing and reconciliation of bills
Maintain good working relationships with staff members throughout the agency
All other duties as assigned by the Director
Prepare expense reports according to the schedule
Collect, maintain and prepare statistical data and reports that contribute to the operation and management of the department
Prepare time cards for the department within established timeframes and in accordance with established procedures
Manage word processing of letters, reports and other documents for the department
Preform proofreading of letters, reports and other documents for the department
Prepare reports for internal and external distribution, photocopy and assemble material as required
Attend meetings as assigned
Attend annual in-service as required or mandated
Qualification
Required
Bachelor's Degree or Associate Degree with a concentration in Secretarial Science/Business and 5 years administrative experience
3 years administrative experience
2 years' experience with budgeting and facilities management
Must possess the ability to accurately type 30 wpm
2 years' experience with Microsoft Office and Excel
Ability to speak, read and write English
Must possess sight and digital senses or prosthetics that will enable the essential functions of the job to be completed
Preferred
Bilingual preferred
Company
VIP Community Services
VIP Community Services specializes in a wide range of integrated medical, behavioral health, wellness, and housing services.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Debbian Fletcher-Blake
Chief Executive Officer
Opal Dunstan
Chief Operating Officer
Recent News
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