Administrative Assistant - HSPRS
About The Position
Our Home Study and Post Release Services (HS/PRS) program is dedicated to making a significant impact on the lives of unaccompanied children aged 0 - 17 1/2. Referred through shelters or trust foster care providers, these children rely on our continuous support throughout their journey from the Office of Refugee Resettlement (ORR) to their parents or sponsors. We can guide and empower these children and sponsors through an unfamiliar system, which makes a great difference. The Administrative Secretary is the first point of contact for the agency and, as such, the staff is expected to host a welcoming environment, and is able to properly greet others and introduce themselves in person or on the phone. Additionally, with the guidance of their direct supervisor, the Administrative Assistant must retain knowledge of the HS/PRS program and staff primarily within their assigned office location and the agency as a whole in order to be most effective in any administrative support offered to both internal and external stakeholders. This staff member will maintain professionalism in all areas, including confidentiality. The Administrative Assistant services as receptionist for their assigned office location. The position will also perform organization and clerical duties as assigned, and is responsible for the implementation of workflow structures that help keep their assigned office location functioning and ensures staff feel supported with any office needs.
Requirements
- High School Diploma required; Bachelor's degree strongly preferred
- Experience working in a busy human services office - strongly preferred
- Strong communication and organizational skills, and the ability to handle numerous tasks - required
- Strong skills in Microsoft Office - required
- Knowledge of clerical and office procedures
- Bilingual in English/Spanish - required
- All agency documents and record are in English, so English writing proficiency is required. The position itself requires Spanish-speaking, writing, and reading proficiency
- Ability to work well with people from many cultures, non-English speakers, and LGBTQ children
- Demonstrated ability to perform duties with minimal supervision and to exercise greater judgement
- Valid driver's license in a state location within the assigned region - required
- Word processing: Including responding to emails, composing letters, completing computerized documentation, transcribing minutes for meetings, ect.: This involves sitting at a computer for a minimum of 5 hours and could be up to 7 ours a day, depending on the program needs
- Completing paperwork such as copying and stapling
- Answering phones, processing mail, filing, lifting packages approximately 6-8lbs
- Must be able to lift up to 50lbs
- Sit/ride in vehicles, buses, subways, trains, planes - public transportation for lengthy periods of time
- Walk up/downstairs
- Walk to enter/exit the subway and other public transportation
- Walk several blocks to get to the required location
- Regular hours entail Monday-Friday, 9am - 5pm
- Must be flexible to meet program needs
Nice To Haves
- Experience working in a busy human services office - strongly preferred
- High School Diploma required; Bachelor's degree strongly preferred
Responsibilities
- Serve as a receptionist for the region
- Respond to phone calls and greet people in a positive and respectful manner
- Act as the "first point of contact" for Cayuga Centers guests
- Project a professional, friendly, and helpful presence
- Assist with organization and clerical duties as assigned
- Assist with arranging travel and accommodations for program staff
- Assist with file organization and storage
- File paperwork in each program file
- Retrieve mail and run other various errands
- Ensure office organization
- Conduct food ordering and processing for agency events
- Conduct office supply audits
- Sort and distribute agency mail
- Prepare agenda and collects materials for meetings, and conferences; takes minutes and keep records of proceedings
Benefits
- 120 hours of vacation time
- 12 Sick Days per year
- 10 Holidays, 3 Personal Days, Medical Appointment Time
- Medical, dental, and vision insurance
- Pet and Legal insurance
- Employee Assistance Program
- FSA, Transit, and Parking savings accounts
- Supplemental life insurance, critical illness, enhanced short-term disability benefits
- 401(k) match up to 4%
- Corporate Discounts Program
- Sick Leave Pool
- Identity Protection
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
