Administrative Assistant

Administrative Assistant+ + Job Tracking ID: 512690-887550

Job Location: New York, NY

Job Level: Entry Level (less than 2 years)

Level of Education: 2 year degree

Job Type: Full-Time/Regular

Date Updated: October 18, 2024

Years of Experience: 2 - 5 Years

Starting Date: ASAP

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Job Description:

Cayuga Centers is hiring immediately for Administrative Assistant

Location: New York, NY

Pay: $22.00 / hour

Join our team and make a difference in the lives of children, youth and families in our community!

About Cayuga Centers

Cayuga Centers is an accredited non-profit, human services agency dedicated to family support and preservation, trauma-informed care, and serving vulnerable populations with the most unique needs. Founded in 1852 in Auburn, NY, we have a long history of delivering high-quality and innovative services to individuals, children, youth and families. We have 22 offices across 8 states and serve over 16,000 individuals and families annually. Join us!

At Cayuga Centers, we embrace Diversity, Equity, Inclusion, and Belonging (DEIB). We do this by taking a firm stance against hatred, inequality, bias, and injustice. We do this by providing our staff with the training, coaching, and resources necessary to grow and serve with cultural humility, acceptance, and understanding. We are responsive to the diverse needs of those we serve and staff, and are committed to ensuring that everyone feels respected, valued, and a sense of belonging.

Cayuga Centers is an equal opportunity employer and does not discriminate against any employee, prospective employee, or applicant based on race, color, creed, hair style/texture, religion, national origin, citizenship status, sex, gender identity, gender expression, sexual orientation, age, disability, military or veteran status, genetic information, or any other classification protected by applicable federal, state, and/or local laws.

About the Program and Position:

This is a transitional foster care program for Unaccompanied Children (UC) under the supervision of the Office of Refugee Resettlement (ORR). An Unaccompanied child (ages 0-17) has fled their home country and crossed into the US without an adult. During their stay with us, we provide medical care, case management, life skills classes and mental health services.

The NYC-based Operations Department is a support department serving social service programs located in 8 states. This department procures, services and oversees office spaces, day-to-day logistics and maintenance issues, and is comprised of a team of administrative professionals. This department makes a difference by maintaining a professional, comfortable and safe working environment for all of its assigned office locations.

The Administrative Assistant is responsible for the representation and implementation of workflow structures that help keep their assigned office location functioning and ensures staff feel supported with any office needs. They will provide clerical assistance to staff and youth (if and when required). Within this role, flexibility is required in traveling to other New York City locations to provide office coverage when necessary. The Administrative Assistant is the first point of contact for the agency and as such the staff is expected to host a welcoming environment, and is able to properly greet others and introduce themselves in person or on the phone. Additionally, with the guidance of their direct supervisor, the Administrative Assistant must retain knowledge of programs and staff primarily within their assigned office location and the agency as a whole in order to be most effective in any administrative support offered to both internal and external stakeholders. This staff member will maintain professionalism in all areas, including confidentiality.

How you get to use your skills…

Serve as a receptionist for a New York City Region Offices and other sites as assigned.

Respond to "assistance request phone calls" along with door assistance in a positive and respectful manner.

Act as the "first point of contact" for Cayuga Centers guests.

Project a professional, friendly and helpful presence.

Ensure office organization and assist with clerical duties as assigned.

Assist with file organization, storage, and filing of paperwork for each program file as needed.

Retrieval, sorting and distribution of agency mail daily and completing any errands as assigned.

Ensure all necessary New York City paperwork templates are readily available.

Conduct office supply audits to organize and replenish items as needed.

Filter through agency phone calls to assist or redirect the call to the appropriate department and staff.

Provide backup to other clerical staff as needed.

Attend and remain up to date on required training and policies assigned by the agency.

Responsible for complying with rules and regulations governing access to Protected Health Information under HIPAA. Access to Protected Health Information is limited to the extent required to perform responsibilities effectively and efficiently. No access will be permitted unnecessarily. The essential job functions as described, herein, dictate the level of access, use, and disclosure of confidential information.

Assist with all other tasks assigned by your immediate supervisor, program and agency leadership.

Schedule:

Regular hours will vary. Must be flexible to meet program needs.

Experience and Skills:

High School Diploma Required. Associate’s Degree or Bachelor’s Degree in Business or Communications preferred

Administrative experience preferred Experience working in a busy human services office- strongly preferred

Strong communication and organizational skills with the ability to handle numerous tasks required

Strong skills in Microsoft Office and Google Workspace required

Knowledgeable of general clerical and office procedures such as phone calls, emails, print, scan or fax.

Bilingual - English and Haitian Creole required. All agency documents and records are in English, so English writing proficiency is required. Position itself requires Haitian Creole speaking, writing, and reading proficiency

Knowledgeable of proper grammar, spelling, punctuation and documents such as word, excel, and PowerPoint

Good prooing and editing skills required for documents in English and Haitian Creole

Ability to handle confidential material in a responsible manner

Ability to maintain a positive and collaborative attitude towards others

Demonstrates the ability to perform duties with minimal supervision and to exercise greater judgment

Ability to travel to other agency locations as required

Physical Requirements:

Word processing: Including responding to emails, composing letters, completing computerized documentation, transcribing minutes for meetings, etc.: This involves sitting at a computer for a minimum of 5 hours and could be up to 7 hours a day depending on program needs

Lifting and filing of Agency file books - weighing approximately 6-8 lbs. each - 5 inch binders. Sorting paperwork, hole punching, opening and closing of binder rings as needed

Completing paperwork -Such as copying, stapling as needed

Answering phones, processing mail, filing, lifting packages as needed

Must be able to lift up to 50 pounds

Sit/ride in vehicles, busses, subways, trains, planes - public transportation for lengthy periods of time

Walk up/down stairs as needed

Walk to enter/exit subway and other public transportation as needed

Walk several blocks to get to required location

Benefits

120 hours of Vacation

10 Holidays, 3 Personal Days, Medical Appointment Time

Supervision available for licensure

Medical, dental, and vision insurance

Pet and Legal insurance

Employee Assistance Program

FSA, Transit, and Parking savings accounts

Supplemental life insurance, critical illness, enhanced short-term disability benefits

401(k) match up to 6 %

Corporate Discounts Program

Sick Leave Pool

Identity Protection

Why Cayuga Centers?

Certified Great Place to Work ®

Workplace Wellness Award Finalist

Council on Accreditation (COA) Accredited

Implement best practices and evidence-based interventions

Committed to employee professional development and advancement

We embrace change, innovation and opportunities

Our diverse workforce acts and leads with human sensitivity and respect

Large and growing national footprint

We maintain a drug-free workplace and perform pre-employment drug testing.