Admin Assistant

Administrative Assistant

Reporting to the Program Director, the Administrative Assistant performs clerical, fiscal, personnel, administrative, computer and facility related tasks to support program needs and operations. The Administrative Assistant will be an active listener and provide high quality customer service and respond by exhibiting cross-cultural awareness with the ability to promote and contribute to an equitable and inclusive anti-racist organizational culture and environment.

Key Responsibilities & Essential Functions

Program/Facilities

• Prepares, maintains, and submits all purchase orders, check requests, and expense reports to the Finance Department in accordance with Urban Pathways, funding and regulatory agency requirements and guidelines.
• Ensures accountability in the purchasing of supplies and keeps expenditures within budgetary limitations.
• Orders and maintains inventory of all program supplies and equipment.
• Maintains accurate record-keeping of all client data, personnel files, purchase orders, and inventory.
• Administers petty cash, MetroCard and other funds for the program in accordance with Urban Pathways policies and procedures.
• Assists the Program Director and/or Director of Social Services to prepare client financial transactions (e.g. rent collection, client banking, billing etc.) for submission to the Finance Department in accordance with Urban Pathways, funding and regulatory agency requirements and guidelines.
• Ensures telephone equipment, fax machine, telephone monitoring equipment, and copying machine are in working order. Serves as the program's liaison with the organization's IT company to troubleshoot and resolve computer issues as needed. Reports any malfunction of office equipment to the Program Director/Director of Operations and arranges for vendor services and/or repair.
• Coordinates organizational and program activities including special events, as needed.

Administrative

• Sorts, distributes and maintains daily log of all incoming and outgoing mail as indicated in Urban Pathways policies and procedures.
• Prepares reports, correspondence, memos, etc., for the senior program personnel.
• Prepares and maintains minutes of staff and other meetings as assigned.
• Maintains the monthly activities calendar and weekly staffing schedules, including Program Director appointments.
• Manages and distributes staff paychecks.

Community Relations

• Develops and maintains relationships with community services and resources.

Communication

• Communicates verbally and in writing in a professional manner at all times.
• Attends staff meetings, trainings, and supervisory sessions as required.
• Responds to all communications including telephone, email and other oral and written inquiries in a timely manner

Performs all other duties as assigned and as required.

Qualifications, Education & Experience

• High School Diploma, GED or equivalent required. Bachelor's degree preferred.
• Administrative experience a plus.
• Experience with homeless, individuals with mental health condition and substance abuse population preferred.

Skills and Competencies

• Strong written and verbal communication skills.
• Strong computer skills and knowledge of Microsoft Office (e.g.Word, Outlook, Excel, etc.).
• Foreign language is a plus.

Capabilities

• The ability to travel using public transportation to and from various programs sites and other locations.
• Ability to sit, stand, walk, bend, stoop, push, pull, lift (up to 25 lbs.), type, write, read, speak, see, and hear.

Urban Pathways offers a comprehensive benefits package designed to support the well-being and professional growth of our employees.

These benefits include:

• Healthcare Coverage: Medical, dental, and vision insurance plans to keep you and your family in good health.
• Retirement Savings: A 403(b) plan and a 401(a) with employer annual contribution to help you plan for a secure financial future.
• Paid Time Off: Generous paid time off, including vacation, holidays, and personal days.
• Professional Development: Opportunities for continuous learning and professional development to enhance your skills and advance your career.
• Flexible Work Arrangements: Work-life balance is important to us, and we offer flexible work arrangements to accommodate your needs.
• Wellness Programs: Employee wellness programs, including fitness initiatives and mental health support.
• Employee Assistance Program (EAP): Confidential counseling and support services for personal or work-related issues.
• Employee Recognition: Recognition programs to celebrate and reward outstanding contributions.