Good Sheperd Services

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Job title: Administrative Assistant

#Administrative #Assistant

Company: Good Sheperd Services

Job description: About Us

Good Shepherd Services is a leading multi-service agency with more than 85 programs that serve over 30,000 youth and families each year – and builds on their strengths to help them gain skills for success. At Good Shepherd we respect the dignity and worth of every person and reject intolerance, inequity and injustice in whatever form it may take. Voted one of the top 100 places to work in NYC by Crain’s New York, Good Shepherd Services offers a fantastic work environment, a collaborative team dedicated to fulfilling our mission, and an amazing array of benefits. Join our team and help make a difference!

NOTE: As a NYC contracted agency all positions at Good Shepherd Services fall under the NYC vaccine mandate. All employees, volunteers and interns must show proof of vaccination upon hire.

Benefits

For Full Time Employees Benefits/Perks:

  • Tuition Assistance Program
  • Generous paid time off (Including 5 Self-Care Days/Floating Holidays, 12 Sick Days, 15 Vacation Days, and 11 Holidays)
  • Healthcare Plans (Medical, Dental, Vision, and Pet Care)
  • 403(b) Plan (GSS contributes 3% of your salary to your 403(b) plan after 3 years of service, with contributions increasing over time)

Overview

Title: OFFICE MANAGER, Brooklyn Transitions FT/R Program

Reports To: Program Director, Brooklyn Transitions

Location: 503 5th Avenue #4A, Brooklyn, NY 11215

Hours: 35 Hours/Week; Exempt

Job Summary: The Office Manager performs a range of programmatic and administrative duties to support the smooth operation of the Brooklyn Transitions Family Treatment/Rehabilitation (FT/R) program. The Office Manager is required to always act with a positive and professional demeanor in representing the agency, supporting program staff, and serving participants. There is a policy of maintaining strict confidentiality regarding participant information which must always be upheld.

Major Duties:

  • Greet and announce participants, all GSS staff, and any visitors upon their arrival to the program location, ensuring they are warmly welcomed and attended to.
  • Provide clerical and administrative support to the Program Director and all Transitions program staff, which includes but is not limited to: answering phones, creating needed documents, transmitting faxes and e-mails, opening, processing, and closing case record files, updating caseload report lists from State and City databases, scheduling family conferences, contacting staff and participants to relay information, and maintaining files and logs for audit purposes.
  • Assume control of the program’s petty cash fund, manage the sign out of agency Metro Cards and gift cards for staff and participants, and submit check requests and receipts for reimbursement to agency’s fiscal department, troubleshooting problems as needed.
  • Supervise and oversee the work of the Conference Scheduler, who is responsible for ensuring and documenting that family team conferences between staff and participants are occurring regularly and operate smoothly. Supervise other clerical/administrative staff as needed.
  • Monitor performance of and schedule repairs for all program office equipment reporting details to Program Director as needed.
  • Coordinate use of space within the building and ensure meeting spaces are available and prepared for staff and participants.
  • Communicate directly with agency support departments including Information Technology, Facilities, Human Resources, Payroll, and Finance to ensure the smooth operation of program business.
  • Provide support in developing on-line documents and templates including newsletters, mailing lists, statistical reports, special event flyers, etc.
  • Maintain appropriate utilization of state, city, and agency databases, including Connections and PROMIS.
  • Assist with program and agency special events, including outreach, meeting set-up, building displays and decorations, etc.
  • Collaborate closely with other administrative staff on site to uphold agency values and mission are always upheld and on display.
  • Perform other duties as assigned.

Qualifications:

  • High School diploma required; some college preferred.
  • Three years of relevant office administration experience required.
  • Bilingual in English/Spanish preferred.
  • Must be able to work occasional assigned evenings as needed to support program activities.
  • Must be proficient in Microsoft Office suite, especially Excel and Outlook.
  • Ability to multi-task, prioritize responsibilities, and work collaboratively with program and agency staff.
  • Must have excellent verbal and written communication skills.

Perks:

  • Tuition Assistance Program
  • Generous paid time off (Including 5 Self-Care Days/Floating Holidays, 12 Sick Days, 15 Vacation Days, and 11 Holidays)
  • Healthcare Plans (Medical, Dental, Vision, and Pet Care)
  • 403(b) Plan (GSS contributes 3% of your salary to your 403(b) plan after 3 years of service, with contributions increasing over time)

Additional Information

Good Shepherd Services is an equal opportunity employer that is proudly committed to becoming an anti-racist and multicultural organization that . We welcome prospective employees from diverse backgrounds, for administrative support and direct service and leadership roles, who will join us on that journey, uphold our and , and believe in our mission. Additionally, we aim to have a racially representative leadership and workforce that is reflective of the communities we work in partnership with.

Good Shepherd Services is committed to providing an inclusive and welcoming environment for all members of our staff, participants, volunteers, subcontractors, and vendors. We do not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of our activities or operations. These activities include, but are not limited to, hiring and termination of staff, selection of volunteers and vendors, and provision of services.

Expected salary: $47000 per year

Location: Brooklyn, NY

Job date: Thu, 04 Aug 2022 07:40:25 GMT

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