Administrative Assistant

Administrative Assistant

Job Description

Organizational Summary

Union Settlement is an East Harlem based nonprofit organization founded in 1895. For 128 years, Union Settlement has provided critical and innovative programming to children, youth, families, and older adults. As a pioneer of the settlement house movement, Union Settlement continues to meet the needs of the ever-changing East Harlem community through its core programs. Through these programs, New Yorkers gain opportunities, develop skills, and become empowered to pursue and achieve their dreams.

Today, Union Settlement provides services through 33 program sites in approximately 28 locations. Union Settlement's current programmatic portfolio includes 8 core program areas: Early Childhood Education, Youth Services (including after school programs), Family Services (including the Family Enrichment Center and the Family Childcare Network), the East Harlem Community Partnership, Adult Education, Mental Health Services, Older Adult Centers, and Economic Development. Union Settlement serves more than 10,000 individuals and nearly 1,000 businesses every year.

Strengthened by a dynamic, diverse, and collaborative workforce of more than 350 employees, Union Settlement also serves as a connector, convener, and advocate for East Harlem and its partners. To learn more about Union Settlement, visit .

Position: Administrative Assistant

Department: Early Childhood Education/Family Childcare Network

Reports to: Family Childcare Network Director

Hours: Full-Time; 8am - 4pm

Salary: 21.97 per hour

FLSA: Non-Exempt

Location: On-site

Position Summary:

The Administrative Assistant is responsible for managing the day-to-day administrative projects of the Family Childcare Network. This includes tracking employee recruitment, tracking staff vacancies and staff credentials, coordinating the multitude of paperwork needed to hire new staff, and attending department and agency meetings as needed. General administrative duties including but not limited to answering the phone, taking messages, filing, photocopying, ordering and tracking office supplies, maintaining the copy/fax machine, overseeing internal and external mail distribution.

Responsibilities:

• Receive and greet all staff, families, and guests at the Network, ensuring that all guests and consultants sign into appropriate logs.
• Answer and direct all incoming phone calls for the Network; take and relay messages when appropriate.
• Tracking children's enrollment and attendance.
• Calculate monthly CACFP claim forms and submit information for provider payment on a monthly basis.
• Completing and submitting childcare applications with families for enrollment.
• Collecting and keeping track of parent childcare fees and submitting payments to the Finance Department.
• Submit invoices and receipts to the Finance Department.
• Invoices and payment coding into the Windsscapte/DocLink system.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
• Create, maintain and update personnel files for the Family Childcare Network Department.
• Maintain confidentiality in regards to all reports and files, including employee personnel files.
• Coordinate the processing of mandated personal clearances (for prospective and current employees), including but not limited to the Department of Investigation
  (DOI), NY State Central Registry (SCR), and Child Abuse and Maltreatment certifications.
• Create, maintain, and amend the timeline for completion of reports throughout the program year.
• Complete forms in accordance to agency procedures.
• Compose and distribute meetings notes, memos, routine correspondence, and reports.
• Mail newsletters, promotional materials, and other information.
• Maintain scheduling and events calendars.
• Open, read, route, and distribute incoming mail and other materials, and prepare answers to routine letters.
• Set-up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Schedule special events, trips, etc. for the entire Family Childcare Network.
• Assist with planning and organizing all meetings, training, workshops, and events for the Family Childcare Network.
• Learning to operate new office technologies as they are developed and implemented.
• Prepares reports for the funding source.
• Orders equipment, supplies, and other materials approved by the Director.
• Additional duties as assigned by the Director of the Family Childcare Network.

Qualifications:

• Associates Degree or related field
• Proven work experience as an administrative assistant
• Hands-on experience with office equipment (e.g. fax machines and printers)
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• Ability to perform multiple tasks effectively in a fast-paced, challenging, and constantly changing environment
• A dedicated work ethic
• Ability to work independently
• Professional attitude and appearance a must
• A strong desire to help improve the lives of the residents in the East Harlem community.
• Bilingual (English/Spanish/French) preferred

COR E CO M P E T E N C IE S

• Leading Others: Creates a sense of urgency throughout the organization on the importance of achieving outcomes. Inspires, influences, and enables team members to reach their goals
• Facilitating Change: Approaches challenges with creativity and flexibility. Demonstrates analytical thinking. Guides change to meet Union Settlement's goals.
• Managing Performance: Evaluates and revises goals semi-annually with the team. Provides consistent supervision and documents performance highlights and concerns
• Applying and Developing Expertise: Embraces and leads the team to achieve milestones. Seeks and supports professional development opportunities for team members. Manages finances and budgets effectively
• Communicating and Collaborating: Listens well and actively engages with others with honesty and integrity and holds team accountable to the same standard

Union Settlement's Diversity, Equity & Inclusion Commitment

Union Settlement is an equal opportunity employer. They do not discriminate on the basis of race, color, religion, marital status, age, national origin, physical or mental disability, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.