What are the responsibilities and job description for the Administrative Assistant position at Phipps?
Primary Function
To support the Program Director and staff and provide general administrative support to the staff of the Far Rockaway SRO Program as needed.
Duties And Responsibilities
Phipps Houses and Affiliates is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, citizenship or national origin, ancestry, alienage, citizenship status, age, disability or handicap, sex, marital status, veteran status, pregnancy, gender, sexual orientation, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.
To support the Program Director and staff and provide general administrative support to the staff of the Far Rockaway SRO Program as needed.
Duties And Responsibilities
- Answer phone calls and route calls to appropriate staff and take clear messages
- Order necessary supplies and equipment for program’s offices, special events, and projects
- Pay bills through the Yardi system.
- Manage weekly timesheets and submit payroll to Ultipro
- Maintain personnel files
- Route incoming mail to appropriate staff, handle mail as appropriate
- Type documents and correspondence as requested
- Keep abreast of the calendar and schedule of all program-related events
- Provide general administrative support, including faxing, copying and filing
- Responsible for processing purchase requisitions.
- Prepare invoices for payment to the accounting dept.
- Process weekly payroll time sheets, personal day, vacation, and monitor sick time for all Arches Employees.
- Maintain the PN contract files and correspondence files.
- Participate in the monthly Staff Meetings, and Salesforce Super User.
- Participating in and coordinating recreational & educational trips with clients.
- Attend professional development training focused on: Cultural Competence, Trauma Informed Care, First Aid & CPR, and other training selected by Management.
- Additional responsibilities as delineated by the Program Director and the Managing Director of Community & Economic Empowerment.
- Bilingual Spanish / English a plus
- High school diploma or a GED required, and associate’s degree or College credits preferred. and one year or more experience.
Phipps Houses and Affiliates is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, citizenship or national origin, ancestry, alienage, citizenship status, age, disability or handicap, sex, marital status, veteran status, pregnancy, gender, sexual orientation, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.