Administrative Assistant - 163rd Street Improvement Cou

2024 JOB DESCRIPTION
TITLE: ADMINISTRATIVE ASSISTANT

Department: Operations
Reporting to: Program Director
FLSA Status: Exempt
Salary: $40k-$45k
Schedule: 9 am-5 pm
Location: Sedgwick Sanctuary Shelter/Flossie Wilson Shelter
The Mission:
The 163rd Street Improvement Council’s mission is the provision of resources to improve individuals’ quality of life. We offer Strength Support, and Stability, not only for those on the journey from homelessness to fully appropriate housing, but to a complete continuum of humanity. From pre-natal care, through end of life planning; for individuals who are low-
income, formerly homeless, veterans, recently released from incarceration, LGBTQ; or with special physical, cognitive, or developmental needs, the 163 rd Street Improvement Council offers resources, referrals, and direct services to help. Whenever possible, we provide direct assistance, but we also rely on cooperative measures, advocacy, and education. Our goal is to spur the transformative process through access to services, treatment, education, advocacy, and training so that, individually and collectively, all
people will enjoy fuller and more abundant lives.

The Company:
Created in 1965, the 163rd Street Improvement Council, Inc. (or the Council, as we like to call it) involved itself in the fight against community deprivation of resources in the South Bronx.
Determined to make a difference in the lives of the residents, the Council began to create affordable housing in the community. Pioneers in the Bronx for housing and human service programs, we offer the special needs,
homeless, and low-income populations an array of support services. We have become a source of Strength, Support, and Stability for those on the journey from homelessness to fully appropriate housing. Our approach is unique and innovative. We provide a continuum of care, including a
range of transitional, congregate, and other residential programs.

The Role:
Under the direction of the Program Director, the Administrative Assistant provides high-level administrative support to the department and ensures smooth day-to-day operations. This role involves a variety of tasks, including managing communications, scheduling appointments, coordinating meetings, maintaining records, and handling other administrative duties as assigned.

Specific Requirements:
This is a full-time shift position scheduled between the hours of 9 am-5 pm. Staff may be asked to adjust their work schedule depending on the operational needs of the site.

Administrative Assistant - Job Description
Duties and Responsibilities:
● Communication Management: Answer and direct phone calls, emails, and other forms of communication in a timely and professional manner.
● Scheduling: Coordinate and schedule meetings, appointments, and travel arrangements for team members.
● Document Preparation: Prepare and edit documents, reports, and presentations as needed.
● Record Keeping: Maintain and organize electronic and paper files, ensuring that all records are up-to-date and accessible.
● Office Management: Order office supplies, manage inventory, and ensure that office equipment is functioning properly.
● Data Entry: Input and update data in the organization's databases with accuracy and efficiency.
● Support Coordination: Assist in the planning and coordination of events, meetings, and projects, including arranging logistics and preparing materials.
● Customer Service: Greet and assist visitors, providing them with information and directing
them to the appropriate person or department.
● Confidentiality: Handle sensitive information with discretion and in accordance with company policies.
● Team Support: Provide general administrative support to the team, including handling ad-hoc requests and projects as needed.
● All other duties as assigned by the Program Director.

Essential Skills and Qualifications:
● High school diploma or equivalent; associate’s or bachelor’s degree in business administration or related field preferred.
● Experience: Minimum of 2 years of experience in an administrative or office support role.
● Bilingual (English, Spanish) a plus
● Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
● Excellent verbal and written communication skills
● Strong organizational skills and attention to detail
● Ability to multitask and prioritize tasks effectively
● Discretion and confidentiality
● Customer service orientation
● Familiarity with office management procedures and basic accounting principles is a plus.

Compensation:
A competitive salary, incentive, and benefits will be offered, commensurate with the role and the Sedgwick Administrative Assistant - Job Description
final candidate’s experience.

Equal Opportunity:
163rd Street Council is an equal opportunity employer and makes employment decisions without
regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, age, or any other status protected by law.

Work environment and physical demands:
The work environment described here is representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the
duties of this job, the employee is occasionally required to stand, walk, sit, stoop, use hands or fingers, feel objects, tools, or controls, reach with hands and arms, climb stairs, balance, kneel, talk, or hear. The employee must occasionally lift and/or move up to 10-15 pounds. Specific vision abilities required by the job include close vision and distance vision. Must be able to travel locally using public transportation.

Occupational safety and health administration (OSHA):
The Occupational Safety and Health Administration (OSHA) ensures safe and healthful working conditions for workers by setting and enforcing standards and by providing training, outreach, education, and assistance. The 163rd Street Improvement Council complies with all applicable
OSHA standards, rules, and regulations in addition to keeping our workplaces free of serious recognized hazards.

Supervisory Responsibilities:
This position does not have supervisory responsibilities.

Working Environment:
This position will be held in a professional office. This position routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. This position is subject to travel.