Administrative Assistant - Sanctuary - Lutheran Social Services of New York

Queens, NY

Full Time

$50,000.00 - $50,000.00 Salary/year

Admin - Clerical

POSITION: Administrative Assistant

REPORTS TO: Director of Sanctuary

LOCATION: Sanctuary Facility

CLASSIFICATION: Full Time

EXEMPT/NON-EXEMPT: Non-Exempt Salaried

GENERAL DESCRIPTION:

The Administrative Assistant maintains all financial records to the Sanctuary, and will be responsible to manage, supervise, and monitor both clients and administrative financial programmatic activities. In addition, the Administrative Assistant provides operational support to the Director of Social Services and the Director of Sanctuary to ensure that the program is following federal, state, and local laws and regulations.

This is a 24-hour program. The Administrative Coordinator is classified as an essential worker, and as such, accepts responsibility for the completion of their critical services to clients on site, even during times of emergency. These include, but are not limited to, emergencies caused by weather, nationwide pandemics, civil unrest, and domestic threat.

MAJOR DUTIES AND RESPONSIBLITIES:

• Represents Lutheran Social Service of New York's mission, values, ethics, and upholds agency Code of Conduct at all times.
• Performs clerical duties such as answering telephones, photocopying, faxing, e-mailing, mailing, and filing. This list is not all inclusive and will include other duties as assigned by the Director of Sanctuary and Director of Social Services.
• Submits all required information, data, etc., into program systems/case files as required by program policies and procedures.
• Distributes and orders MTA Metro Cards and other forms of transportation for clients as well as manage and maintain appropriate financial logs and tracking systems.
• Provides office support, including handling mail, ordering, and monitoring supplies, and requesting repairs.
• Prepares vouchers for orders; maintain expense records.
• Assists the Director of Social Services in developing and maintaining relationships with individuals, companies, and organizations for item donations.
• Compiles data and prepares internal/external monthly reports.
• Maintains and develops filing systems.
• Distributes and monitors petty cash custodial duties.
• Performs other duties as required by the Director of Sanctuary as well as other staff, as needed.

SUPERVISES:

• Volunteers as needed

EDUCATION:

• Bachelor's degree preferred

EXPERIENCE:

• Minimum of 2 years experience as an Administrative Assistant, Bookkeeper, or Office Assistant preferred.
• Minimum of 2 years experience related to property management.
• Experience working with diverse populations.

SKILLS & ABILITIES:

• Demonstrates good oral and written skills.
• Displays time management skills, ability to handle multiple tasks and assignments at once, and flexibility.
• Establishes positive working relationships with tenants, program staff and external agencies.
• Exhibits proficient knowledge of Microsoft Office.
• Exhibits basic understanding of accounting and accounting concepts/tools.
• Bilingual English/Spanish required.

OTHER REQUIREMENTS:

• Possesses Crisis Intervention skills and engages in crisis management, as needed.
• Maintains ability to establish appropriate boundaries with clients and other staff.
• Sensitive to intersectionality, different cultures, housing equality and a demonstrated ability to work within a social/racial justice framework.

Shows willingness to participate in continuing education