Administrative Assistant (Family Services)

Job Summary

The Administrative Assistant provides general administrative and clerical support to ensure the efficient daily operations of the department or program. This role assists with scheduling, maintaining records, preparing documents, and responding to internal and external communications. The Administrative Assistant supports staff and leadership by helping coordinate office activities and maintaining organized documentation. The ideal candidate is detail-oriented, organized, and able to manage multiple tasks in a professional and timely manner.

Essential Duties and Responsibilities

• Oversee general office management
• Prepare records for storage
• Assist program director / supervisors with projects as needed
• Ensure agenda, sign in lists, meeting space and refreshments for meetings and trainings
• Register workers for trainings, process confirmation and check requests.
• Available to work late nights and weekends
• Coordinate front-desk duties including staff and visitor sign-in sheets, when needed
• Maintain supply inventory for front desk and ordering of supplies etc.
• Review records, prepare for case closing, and ensure all data is included in records.
• Assist in preparing for department audits.
• Request and monitor work orders.
• Create and submit new hire documents
• Liaison between ACS and agency to request and submit vouchers for translation services
• Retrieve supplies, refreshments and prepare for Division staff meeting.
• Maintain training logs
• Submit clearances and paperwork necessary for registering cases.
• Record responses from ACS and maintain logs
• Coordinate staff supply needs, order and distribute supplies as needed
• Reconcile, secure, and distribute the Department Petty cash and Metro cards.
• Reconcile credit card invoices and receipts in database
• Maintain department phone lists, workers codes, program material, and other lists
• Establish and maintain personnel files for dept staff members
• Ensure that the forms are replenished
• Assist Supervisors/Vice President with projects as needed.
• Schedule and set up for ACS conferences.
• Post job listing with various entities.
• Schedule interviews and check references for potential candidates.
• Supervise and maintain attendance log for teen interns in the Family Services Summer Youth Program.
• Adherence to CMS policies and procedures.
• Model professionalism and the founding principles of CMS.
• Enhance community awareness of the program by participating in networking and community based activities.
• Develop and maintain relationships with existing and potential referral sources.
• Share knowledge of existing resources and contribute new ideas.
• Participate in unit initiatives and agency-wide committees.
• Partner with other CMS programs.
• Meet with the supervisor regularly for supervision.
• Work one Saturday and month and one late night a week.

Experience, Education and Qualifications

• Associate's degree Required, bachelor's preferred and 1-2 years administrative experience.
• Excellent organizational, communication, writing and typing skills.
• Prior office experience in a professional office environment.
• Must be extremely organized and able to multitask.
• Excellent project and time-management skills.
• Ability to handle confidential information
• Proficiency with Microsoft Word, Excel and Outlook is required.
• Must have strong interpersonal skills.

Physical Requirements (Essential Functions)

This position requires the ability to move throughout the facility and perform tasks that may include:

• Standing or sitting for extended periods
• Bending, squatting, or reaching
• Occasionally lifting or carrying up to 30 pounds

These physical requirements are essential functions of the role and may be performed with or without reasonable accommodation in accordance with the Americans with Disabilities Act (ADA).

EEO Statement

Community Mediation Services is an Equal Opportunity Employer. We consider all persons in employment-related decisions, including hiring, promotions, training, and other terms, conditions, and privileges of employment, without regard to race, color, religion, sex, including pregnancy, sexual orientation, and gender identity, national origin, age, disability, genetic information, or any other legally protected status.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Application Question(s):

• This role requires availability to work one Saturday per month and one late evening per week. Would you be able to accommodate this schedule?

Education:

• Associate (Required)

Experience:

• Administrative: 1 year (Required)
• Clerical: 2 years (Required)
• Data entry: 2 years (Preferred)

Ability to Commute:

• Jamaica, NY 11432 (Required)

Work Location: In person