Administrative Assistant/Front Desk - Next Step

Title: Administrative Assistant Front Desk

Program: Next Step Program

Salary Range: $34,000 to $39,000

Program Description:

Project Renewal’s workforce development (WFD) division helps individuals with histories of homelessness, substance use, mental illness, and justice involvement to prepare for, find, and retain employment. Programming includes pre-employment services, soft skills training, sector-based trainings, digital literacy, financial literacy, case management, job retention, career advancement and alumni services. Within the WFD division, Next Step operates several training programs: Employment & Training, Human Services Training, Next Step Internship Program, and Career Advancement Program.

Overall Responsibilities:

The Administrative Assistant will be responsible for maintaining office functions and managing the front desk for Project Renewal’s Next Step Program. He/she will assure the smooth operation of the Next Step office, including supporting staff and clients, scheduling of clients with Next Step staff, managing incoming and outgoing calls, maintaining updated and accurate client attendance records, maintain accurate record of MetroCard distribution, and the preparation of documents and reports on a regular basis.

Essential Duties and Responsibilities:

Reporting to the Coordinator of Workforce Development and the Assistant Director of Workforce Development, the essential duties of the position includes but are not limited to the following:

Reception: Assures daily coverage of reception area during operating hours; greet visitors and direct them to the appropriate individual; maintain clients sign-in sheet and Covid screening form; monitors the flow of clients in the waiting area as well as clients behavior; provides and tracks MetroCard distribution and maintains accurate record; updates the bulletin boards and Next Step notices regularly; ensures that waiting area and meeting rooms are presentable and sanitized, at all times. Identify any issues and bring to the attention of the management team. Assist with other assignments as needed.

Office Management: Maintains office equipment and inventory of supplies; maintains staff daily and monthly calendars/schedules; distributes mail; archives files; assists with planning coordination of meetings and office activities, forums, audits, and conferences.

Data entry: Update clients’ case record throughout the program; including course enrollment, attendance, metrocard distribution, etc. Maintain confidentiality of sensitive material or information.

Communications: Prepares announcements, reports, and correspondence; develops and maintains effective communication with other Project Renewal departments; copy and scan documents; may review and revise brochures, announcements, or other informational items regarding program and/or departmental operations.

Budget: Prepares purchase orders, process invoices and check requests; maintains accurate records of expenditures, including receipts

Human Resources: manages staff time sheets and submits for approval, prepares onboarding packet, and orients new staff of office procedures; prepares workspace for new staff; maintains department staff reports including staff training, table of organization, seating chart, etc.

Management Support: Assists with obtaining retention documentation; helps prepare vouchers and billing documents for contracts; provides classroom coverage as needed; manages training course requirements; reviews charts for data integrity and audit preparation.

Qualifications:

·         High School Diploma or Equivalency required

·         Proficiency in Microsoft Office, including Word, Excel, Outlook, and Power Point software required, and knowledge of database.

·         Strong interpersonal and organizational skills; consistently produces accurate and timely work.

·         Candidate must be a friendly, outgoing, and responsible individual.

·         Must be highly detail oriented and self-motivated; team player, excellent communicator, and possess a great work ethic and problem-solving skills.

All newly hired Project Renewal staff must provide verification of being fully vaccinated against Covid-19.

To apply: E-mail resume and cover letter indicating position and salary requirements to: careers@projectrenewal.org