Administrative Assistant (Restgate)

Intro/Program Description: Goddard Riverside invests in people & strengthens community, serving more than 20,000 people throughout New York City with a variety of programs for all ages. We work within a social justice framework to create a fair and just society where all people have the opportunity to make choices that lead to better lives for themselves and their families.

Located in Long Island City, Queens, Restgate Hotel is an emergency transitional site for families, with children, experiencing homelessness.  This site will be a place where families can feel safe, receive resources and support, while becoming acclimated and part of the community.

In order to efficiently run this program, we are looking for an Administrative Assistant to provide oversight of daily office operations for our team!

Schedule: Monday through Friday 9:00 am to 5:00 pm

Salary Range: $40,000 - $45,000 

Candidates must have the required qualifications to be considered for the position. The salary offer will be based on the candidate’s number of years experience in the exact or comparable position and additional preferred qualifications will be taken into account.

1. Administrative and Office Management:

• Organize outlook calendar and send out appropriate meeting schedules to staff
• Document meeting notes of case conferences, staff meetings, and house meetings
• Responsible for daily office operations including working with vendors, ordering, monitoring and overseeing supplies for team.
• Have full knowledge of all office equipment including telephone system, computers, fax machine and printers; report and follow up on any repairs needed.
• Responsible for submitting invoices, Purchase Orders, and Check Requests into Intacct database.
• Manage credit card receipts and statements.
• Assist with purchasing, communication with vendors, and obtaining quotes.
• Ensure program site remains organized and clean
• Ensuring all outgoing mail is properly posted and sent out

2. Reporting/ Files

• Audit and organize all client files to ensure they are in good order
• Data Collection: update binders when necessary
• Create copies of forms needed for programming
• Access and review databases to compile reports
• Other duties as required to ensure the overall operation of the program

Qualifications/Educational Requirements

• High School Diploma or Equivalent
• At minimum, 2 years’ experience as an administrative assistant role: working in a number of electronic record systems, scheduling, supply inventory management, assisting with program finance, etc.
• Bilingual in Spanish preferred

Skills, Knowledge, and Abilities

• Excellent organizational and interpersonal skills
• Proficient written and verbal skills
• Ability to work independently
• Ability to multi-task with strong problem-solving skills and judgement
• Team player
• Experience working with individuals with histories of mental illness, trauma, substance use, or immigration preferred.

Computer Skills:

• Highly proficient in Microsoft Office, emphasis on Excel (pulling reports and making calculations) and Outlook
• Ability to learn data base systems, such as Intacct and CARES

Physical Requirements

• Frequent sitting, office setting

• Ability to lift up to 30 lbs (supplies)

Work Environment

• Indoors at a residence set in a Hotel in Queens.

Employee Benefits:

• Medical/Dental/Vision

• Life Insurance/Commuter benefits/Employee Assistance Program (EAP)/Flexible Spending Accounts

• 403B Thrift Retirement Plan

• 12 Annual Sick Days

• 12 Agency Holidays

• 20 Days or 4 Weeks of Paid Time off and an additional week (5) days after 5 years of employment

• Total of more than 6 weeks (a month and half) of paid time off

We are committed to building an inclusive workplace community grounded in respect for differences. We support hiring a broadly diverse team of qualified individuals who will contribute to our organizations.

Goddard Riverside and Isaacs Center provide equal employment opportunities to employees and applicants for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or any other characteristic protected by federal, state, or local law.

The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of this position and title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically presented in this description. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.