Administrative Assistant in Queens, New York at Vocational Instruction Project

Schedule of hours are not a set schedule of 9:00am-5:00pm. Hours can vary!

1) Management of Office Procedures:

· 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.

2) Compile and Generate Reports, Letters and Documents:

· 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.

3) Attend Meetings, Seminars as Assigned:

· Attend meetings as assigned.

· Attend annual in-service as required or mandated.

· 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, Bilingual preferred.

§ Must possess sight and digital senses or prosthetics that will enable the essential functions of the job to be completed.