Administrative Assistant

Description

JOB TITLE: Administrative Assistant 

JOB TYPE: Full-Time 

DEPARTMENT/PROGRAM: Operations 

EXEMPTION: Non-Exempt 

REPORTS TO: Data and Impact Manager 

SUPERVISORY ROLE: No 

HOURLY RATE: $20.50 - $22.50 

WEEKLY HOURS: 35 hours per week; schedule to be discussed with supervisor upon hire 

WHO WE ARE 

Center for Family Life in Sunset Park (CFL) is a nationally recognized social service organization. CFL's mission is to promote positive outcomes for children and adults in Sunset Park, Brooklyn by providing a comprehensive range of neighborhood-based family and social services. 

POSITION SUMMARY 

Center for Family Life (CFL) is seeking an Administrative Assistant to provide administrative and data-entry support to CFL’s various programs. The Administrative Assistant is responsible for keeping accurate participant records, recording data in a timely manner, and assisting clients and guests who visit our reception or call our office. 

I. SPECIFIC RESPONSIBILITIES INCLUDE, but are not limited to: 

• Recording client and participant information in our database 
• Identifying errors, omissions, and inconsistencies in the data and reporting them to the Data and Impact Manager 
• Handling client and participant information responsibly  
• Maintaining client and participant files up to date and organized 
• Assisting clients, vendors, and guests coming to reception or calling our office 
• Maintaining wait lists for specific programs 
• Receiving and sorting mail and packages 
• Maintaining our phone directory up to date 
• Distributing gift cards and checks 
• Ordering supplies and restocking 
• Making announcements over the PA system and supporting fire drills 
• Other clerical tasks assigned by the Data and Impact Manager, Office Manager, or CFL leadership 

II. QUALIFICATIONS 

• High School or Equivalency Diploma required; bachelor's degree preferred 
• At least one year of experience in an office setting required 
• Fast typing skills; knowledge of touch typing is strongly preferred 
• Intermediate knowledge of word processing software (MS Word) and spreadsheets (MS Excel) 
• Strong written and oral communication skills  
• Strong customer service skills 
• Great attention to detail and excellent organizational skills 
• Flexible, with the ability to pivot between tasks and respond to new priorities 
• Works well independently as well as part of a team 
• Willing to learn new skills and open to giving and receiving feedback 
• Interested in social and economic justice 
• Experience with databases is a plus 
• Bilingual in Spanish or Mandarin preferred 

III. RELATIONSHIP WITH OTHERS 

• Must build and maintain positive, professional interactions with clients, vendors, co-workers, partners, guests, and all community members 
• Must have a strong sensitivity to cultural differences among staff, clients, and community members 
• Must possess a strong belief in people’s ability to grow and change 
• Must always present oneself professionally and demonstrate appropriate boundaries with teens, parents, co-workers, vendors, partners, and guests. 

IV. WORKING CONDITIONS 

• Work is conducted in an office setting with shared spaces, alternating between the reception desk and a shared office 
• Significant time is spent at a desk using a computer. 
• Fast-paced, high-energy, and highly collaborative environment supporting multiple CFL programs and administrative functions 

V. BENEFITS 

• Medical, dental, vision, and life insurance benefits along with the opportunity to participate in additional voluntary life insurance, disability insurance, and a flexible spending account 
• 403(b) retirement plan, including employer match and employer non-elective contribution at the employer’s discretion 
• 12 holidays, 2 floating holidays, and up to 20 paid vacation days per year; one paid sick day per month 

WORK SCHEDULE 

This is a full-time position based in Brooklyn, NY. The weekly schedule will be discussed with the supervisor upon hire. 

NYC Equal Employment Opportunity Statement 

It is the Agency’s policy to provide equal employment opportunity for all applicants and employees. Center for Family Life in Sunset Park does not unlawfully discriminate on the basis of actual or perceived race, sexual and reproductive health decisions, height and weight, color, religion, religious creed, sex, sexual and reproductive health decisions, gender, gender identity, gender expression and sex stereotyping, national origin, ancestry, citizenship, age, physical or mental disability, legally protected medical condition or information, family care or medical leave status, military caregiver status, military status, veteran status, marital status, domestic partner status, sexual orientation, status as a victim of domestic violence, sexual assault or stalking, enrollment in a public assistance program, engaging in protected communications regarding employee wages, requesting a reasonable accommodation on the basis of disability or bona fide religious belief or practice, or any other basis protected by local, state, or federal laws. Consistent with the law, CFL also makes reasonable accommodations for disabled applicants and employees; for pregnant employees who request an accommodation with the advice of their health care providers, for pregnancy, childbirth, or related medical conditions; for employees who are victims of domestic violence, sexual assault, or stalking; and for applicants and employees based on their religious beliefs and practices.