Administrative Assistant (IMT)

Intro/Program Description: Goddard Riverside is a well-established Manhattan community-based agency with an annual operating budget of approximately $50 million. Goddard Riverside is one of New York City’s leading human service organizations meeting the basic needs of children, youth and families, homeless people, and older adults across Manhattan and New York City.

The Intensive Mobile Treatment (IMT) Team provides treatment and support services for individuals with frequent interaction with the mental health, substance abuse, criminal justice and homeless services systems and have been poorly served by traditional treatment models. IMT teams stay connected to individuals regardless of their location in shelter, on the street, in housing, hospital or jail.

Purpose of Position: The Administrative Assistant is responsible for overseeing the administrative functions of the IMT team.

Schedule: Monday through Friday 9:00 am - 5:00 pm

Salary Range: $42,409.40 - $47121.56

Candidates must have the required qualifications to be considered for the position. The salary offer will be based on the candidate’s number of years experience in the exact or comparable position and additional preferred qualifications will be taken into account.

Role, Responsibilities, And Essential Duties

• Front Desk Responsibilities
• Answer, forward, and respond to phone calls to the IMT office received during business hours.
• Accept and track deliveries of packages, mail, etc.
• Greet and direct clients, visitors, and other individuals arriving at the IMT office.
• Immediately notify supervisors of any safety concerns.
• Engage with IMT clients in a respectful person-centered manner to make individuals feel welcomed and accepted into the space.
• Administrative and Fiscal Tasks
• Support the Program Director in monitoring the annual program budget.
• Maintain spreadsheets tracking expenditures against budget lines monthly.
• Oversight and management of petty cash ensuring fiscal and regulatory compliance.
• Review and process invoices; complete check requests, credit card reconciliation, etc. and submit through appropriate software; liaise with Program Director and fiscal department to ensure timely vendor payments.
• Maintain organized digital and/or physical records of all financial transactions and reconciliations for audits.
• Organize documentation needed for periodic contract audits or reporting.
• Office Responsibilities
• Assist in maintaining a safe and effective working environment; light cleaning including breaking down/recycling boxes, wiping surfaces, etc. as needed; restocking shelves/items, etc.
• Monitor inventory and maintain clear records to account for items provided to staff and clients.
• Assist in essential office tasks such as maintaining physical and digital files; updating client charts with relevant materials; making copies; sending faxes, emails, mail, etc.
• Maintain onboarding materials; help orient new staff to office systems and protocols.
• Field Based Responsibilities
• Assist with field-based work such as delivering items to clients
• Pick up items from other Goddard sites (mail, deliveries, etc.)
• Mailing packages; making purchases from local stores; obtaining printing services; etc.
• IMT Team Member
• Work collaboratively with IMT team staff in a shared case management model.
• Assist IMT staff in engaging with clients as appropriate.
• Adhere to program reporting requirements in coordination with supervisors.
• Attend staff meetings and case conferences; take digital notes and prepare summaries.
• Attend training programs to upgrade skills and knowledge related to administrative and client-focused work; engage in weekly supervision and accounting meetings.
• Other duties as assigned/required
  
  

Qualifications/Educational Requirements

• High School Diploma or equivalent required.
• Associates or some college preferred.
  
  

Knowledge, Skills, And Abilities

• Strong communication skills in both written and verbal formats.
• Keen attention to detail.
• Experience working with people with histories of substance use, mental health, homelessness, and/or trauma preferred.
• Fluency in Spanish or American Sign Language (ASL) is a plus.
  
  

Computer Skills: To Perform this job successfully, an individual should have:

• Strong computer skills and ability to type proficiently.
• Utilize or quickly learn Microsoft365 products (Word, Outlook, Excel, OneNote, etc.)
• Able to use or learn to use AWARDS database and other electronic databases, programs, and funder-related software such as MAVEN, CARES, Intacct, etc.
  
  

Physical Requirements/Working Conditions

• Frequent phone and computer use.
• Light walking, climbing stairs, and similar movements.
• Lifting boxes or similar items up to 35 pounds.
  
  

We are committed to building an inclusive workplace community grounded in respect for differences. We support hiring a broadly diverse team of qualified individuals who will contribute to our organizations.

Goddard Riverside and Isaacs Center provide equal employment opportunities to employees and applicants for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or any other characteristic protected by federal, state, or local law.

The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of this position and title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically presented in this description. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.