Bronx Family Network

Job Scope: The Administrative Assistant would handle a wide range of administrative tasks to support the Bronx Family Network’s Shelter operations, including data entry, record keeping, and communication with DHS and other stakeholders. This role also involves managing office supplies, maintaining electronic systems, and potentially supporting program activities. The Administrative Assistant facilitates the efficient operation of the

Duties and Responsibilities:

• Ensure that the office runs smoothly while working collaboratively and maintain a positive work environment.
• Welcome and greet visitors and program participants or clients.
• Provide a wide range of administrative duties to the CEO or Program Director.
• Ensure all check requests, petty cash, and billing are completed accurately and submitted.
• Answer telephone, take messages, and direct calls to appropriate parties.
• Direct callers and general voicemail messages to the appropriate personnel.
• Assist non-clerical staff with clerical work (i.e., data collection and data verification).
• Maintain monthly inventory log of items purchased, transferred, damaged, or discarded.
• Answer calls, take messages, direct calls and general voicemail messages to the appropriate personnel.
• Maintain and organize supporting documents such as receipts, invoices, or packing slips.
• Assist non-clerical staff when needed and provide general clerical support.
• Resolve issues with items purchased, vendors, and deliveries in a timely manner.
• Check and respond to work-related emails daily to ensure timely communication and awareness of important updates, assignments, and organizational notices.
• Report to, and meet with, the supervisor monthly.
• Complete program reports monthly or more frequently as required.
• Perform additional duties as assigned by the supervisor.

Qualifications:

• High School Diploma or GED required. Associate or bachelor’s degree from an accredited Institution.
• 1- 2 years of administrative experience working with individuals in homeless shelters or underserved populations.
• Excellent interpersonal skills; computer proficiency; excellent writing and verbal skills.
• Proficiency in Microsoft Suite/ Office 365 and other standard business technology.
• Demonstrate an ability to interact with clients of different races, ethnicities, ages, and sexual orientations in a multicultural environment, as well as an ability to multi-task and work under pressure.
• Bilingual- (Spanish / English) is preferred.

This position operates in an agency office located in a shared and open workspace.  The position uses standardized office equipment such as phones, computers, fax machines, and copiers.

Work Environment:

This role operates in a shelter or multi-site setting and requires frequent on-site presence. It also occurs in an office setting in a shared and open workspace. The use of standard tools such as phones, fax machines, copiers, computers, and other equipment is essential.

PHYSICAL DEMANDS:

The Americans with Disability Act prohibits discrimination against a qualified individual with a disability. To be qualified for this position an individual must meet the following standards and/or be able to perform the essential functions and activities. 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the physical activities for this position involve:

1. Ability to sit and/or stand for long periods of time.
2. Ability to walk the building and go up the stairs in the event of an emergency.
3. Speaking and hearing ability sufficient to communicate effectively by phone or in person at normal volumes.
4. Vision adequate to observe video surveillance, read correspondence, computer screens, forms, etc.,
5. Ability to travel using public transportation to other BXFN offices or other facilities.

WORK RELATIONS AND TEAMWORK:

Works collaboratively with interdisciplinary teams to ensure integrated support services. Maintain respectful and professional relationships with clients, staff, and community partners.

RESIDENT, CLIENT, GUEST, AND STAFF FOCUS:

Maintain a trauma-informed, client-centered approach. Support residents' emotional, social, and psychological well-being. Promote empowerment and autonomy while ensuring the safety and stability of the clients and people who they serve.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required by the employee for this job. Duties, responsibilities, and activities may change at any time.

EMPLOYEE ACKNOWLEDGEMENT

The Bronx Family Network does not discriminate in employment based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. This job description is intended to describe the general nature and work responsibilities of the position. This job description and the duties of this position are subject to change, modification, and addition as deemed necessary by the company. Employees are required to comply with supervisory instructions and perform other job duties, responsibilities, and assignments required by company officials. This job description does not constitute an employment contract between the company and any employee. The job responsibilities of this position may include cross-training in other functions to ensure satisfactory operations.