What are the responsibilities and job description for the Administrative Assistant - 4975 position at BronxWorks?
BronxWorks helps individuals and families improve their economic and social well-being. From toddlers to seniors, we feed, shelter, teach, and support our neighbors to build a stronger community. In all aspects of our work, we strive for the highest ethical and performance standards and are guided by the belief that people are to be treated with dignity and respect regardless of their present situation or past experiences.
Across our 60 locations, we provide programs in a variety of service areas, including workforce development, children, youth, families, seniors and homeless prevention.
The ESOL Program offers English language instruction to adult non-native speakers, enhancing their communication skills for personal, academic, and professional growth. With a variety of ESL courses, activities, strategies, and events, the program helps learners overcome linguistic barriers and achieve their academic, economic, and personal goals. This empowers them to give back to their community and contribute meaningfully to society.
RESPONSIBILITIES
- Coordinate the activities of various support staff to ensure adequate staffing for answering phones, entering data, copying and mailing of documents, etc.
- Schedule student appointments for registration and program activities.
- Provide students with timely updates regarding orientation schedules, workshops, and upcoming ESOL events.
- Organize students’ files.
- Enter students’ information into PTS.
- Perform program tracking and record keeping
- Provide general support, outreach, and promotion for the ESOL program.
- Perform data entry work.
- Ensure activity spaces are ready for programming and have materials needed for activities.
- Purchase office supplies and/or equipment, including maintaining appropriate documentation for reconciling invoices in Nexonia (fiscal payment system) in a timely manner.
- Enter invoices for accuracy into Nexonia.
- Maintain data sheets, training logs, office certificates, etc.
- Maintain calendar, schedule appointments and arrange meeting rooms.
- Assist with the collection of documents for audits and submission of proposals. Deliver and/or pick up documents at BronxWorks offices, funding sources and other agencies.
- Report to, and meet with, supervisor on a weekly basis or as determined.
- Greet program participants and answer participant questions.
- Provide general support, outreach, and promotion for Saturday programming and ESOL program, Saturday Program, and Community Health Programs
- Data entry, ESOL testing
- Assist with payment reconciliation of programming billing
- Perform program tracking and record keeping
- Perform program outreach
- Develop program outreach materials, including flyers, social media posts
- Provide office support including clerical, filing, faxing, scanning, typing, and photocopying
- Assist with audit preparation
- Greet program participants and answer participant questions
- Report to, and meet with, supervisor on a weekly basis or as determined
- Perform additional duties as assigned
QUALIFICATIONS
- Associates degree, or high school diploma or equivalent and four years related experience
- Proficiency in modern business communications including personal computers, electronic mail, voicemail, facsimile and copier equipment
- Proficiency in basic filing principles and standard correspondence formats
- Minimum typing speed of 50 words per minute
PHYSICAL REQUIREMENTS
- Ability to use a computer for prolonged periods.
- Ability to occasionally lift and/or move up to 10 pounds.
- Ability to stand, walk, or sit for long periods of time, or climb five flights of stairs, if required to conduct home visits and/or fieldwork.
- Ability to bend and retrieve objects and/or documents.
- Ability to travel in the boroughs of New York City and its adjacent counties via public transportation.
- Ability to travel for a minimum of 1 mile within a reasonable amount of time and in all types of weather, including inclement weather, if required to conduct home visits and/or field work.
BronxWorks seeks to build an inclusive organization grounded in respect for differences. BronxWorks is committed to equal employment opportunity and providing reasonable accommodations to qualified candidates and employees pursuant to applicable law. This commitment applies to all terms, conditions, and privileges of employment, including but not limited to recruitment, hiring, compensation, training and employee development, placement, promotion, demotion, upgrading, downgrading, transfer, layoff and termination. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, status as a victim of domestic violence, or any other characteristic protected by federal, state, or local law. If you require reasonable accommodation as part of the application process, please contact hrbenefits@bronxworks.org.