Administrative Secretary - Bronx

    • Job Tracking ID: 512690-667438
    • Job Location: Bronx, NY
    • Job Level: Entry Level (less than 2 years)
    • Level of Education: 2 year degree
    • Job Type: Full-Time/Regular
    • Date Updated: February 05, 2019
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

Job Objectives: 

Under the supervision of the Office Manager, the Administrative Secretary is responsible for acting as receptionist and clerical staff for their assigned office location.  The Secretary will perform organizational and clerical duties as assigned, traveling when necessary to each New York City location. This staff member will maintain professionalism in all areas, including confidentiality.

 

FUNCTIONS:

 

  • Serve as a receptionist for a New York City Region Offices
  • Respond to “assistance request phone calls” along with door assistance 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 organizational and clerical duties as assigned.
  • Create and ensure UC sponsor packets and other New York City program packets are readily available
  • Assist with file organization, storage, and filing
  • File paperwork in each program file as needed
  • Daily retrieval of mail and various errands as assigned
  • Ensure all necessary UC and other New York City paperwork templates are readily available
  • Ensure office organization
  • Conduct clothes ordering, tracking, and distribution
  • Conduct food ordering and processing for the UC orientation and Cayuga Centers educational learning program, and other New York City programs
  • Conduct office supply audits as needed
  • Sort and distribute agency mail 
  • Provide back up to other clerical staff as needed
  • Attend required training
  • Read required books
  • Responsible for complying with rules and regulations governing access to Protected Health Information under HIPAA.  Access to Protected Health Information is limited to the extent required to perform responsibilities effectively and efficiently.  No access will be permitted unnecessarily.  The essential job functions as described, herein, dictate the level of access, use, and disclosure of confidential information
  • Perform other duties as requested by your immediate supervisor or the Chief Executive Officer

 

HOURS PER WEEK:  Non-Exempt.

 

  • Regular hours will vary. Must be flexible to meet program needs.

 

Experience and Skills:

SKILLS/QUALIFICATIONS: 

  • Bachelor’s Degree in Business or Communications preferred and secretarial or administrative experience preferred, an Associate’s Degree required
  • Experience working in a busy human services office– strongly preferred
  • Strong communication and organizational skills and ability to handle numerous tasks – required
  • Strong skills in Microsoft Office required
  • Knowledge of clerical and office procedures
  • Bi-lingual - English-Spanish required. All agency documents and records are in English, so English writing proficiency required.  Position itself requires Spanish speaking, writing, and reading proficiency
  • Good knowledge of English, grammar, spelling, and punctuation
  • Good proofreading and editing skills
  • Ability to handle confidential material in a responsible manner
  • Ability to work effectively in a team context
  • Demonstrated ability to perform duties with minimal supervision and to exercise greater judgment
  • Ability to travel to other agency locations as required

 

PHYSICAL REQUIREMENTS:

  • Word processing: Including responding to e-mails, composing letters, completing computerized documentation, transcribing minutes for meetings, etc.: This involves sitting at a computer for a minimum of 5 hours and could be up to 7 hours a day depending on program needs
  • Lifting of Agency file books – weighing approximately 6-8 lbs. each -  5 inch binders.   File in them as needed, including sorting paperwork, hole punching, opening and closing of binder rings.  As needed
  • Completing paperwork –Such as copying, stapling as needed
  • Answering phones, processing mail, filing, lifting packages as needed
  • Must be able to lift up to 50 pounds
  • Sit/ride in vehicles, busses, subways, trains, planes – public transportation for lengthy periods of time
  • Walk up/down stairs as needed
  • Walk to enter/exit subway and other public transportation as needed
  • Walk several blocks to get to required location

Benefits

As a benefits-eligible position, available benefits include medical, dental, vision, FSA, supplemental life insurance, critical illness, enhanced short-term disability, hospital indemnity and 401k benefits.

We maintain a drug-free workplace and perform pre-employment drug testing.