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About the Role

The Office Assistant provides essential administrative support to the Human Resources department, acting as the primary point of contact for staff, candidates, families, and visitors. This role is crucial for maintaining the accuracy and efficiency of the pre-employment clearance process, directly impacting program staffing and operational readiness.

Responsibilities

• Coordinate and schedule fingerprinting appointments for new hires, interns, and volunteers.
• Track outstanding clearance and onboarding documents, proactively following up with candidates and new hires.
• Collect and verify new hire paperwork, including employment eligibility, tax forms, and emergency contact information.
• Enter and maintain accurate candidate data in the applicant tracking system.
• Prepare and forward completed clearance documentation to the HR Operations Manager.
• Assemble and submit pre-employment clearance packets, including SCR, SEL, OCFS, and DOHMH clearance documentation.
• Create, organize, and maintain employee personnel files in accordance with confidentiality and record-keeping standards.
• Enter and maintain accurate employee data in Paycom and other HR systems.
• Maintain tracking logs for mandated reporter training, CPR, and First Aid certifications, flagging upcoming expirations.
• Schedule interviews, orientations, and training sessions, coordinating calendars.
• Collaborate with IT to set up new hire email accounts and computer logins.
• Assign new hire desk locations, laptops, and desktops, and create ID badges.
• Provide systems orientation to new hires on email, printers, desktops, and phone capabilities.
• Support meeting and event logistics for the Human Resources function.
• Greet and direct staff, candidates, families, and visitors, managing visitor sign-in.
• Handle telephone and mail communications professionally.
• Process incoming and outgoing mail, and manage the interoffice mailing system.
• Maintain inventory of office supplies and printed materials, monitoring stock levels and preparing purchase requisitions.
• Maintain accurate records of all purchase requisitions.
• Help schedule conference rooms, organize meetings, and identify space for staff and guests.
• Communicate with the Facilities team on building issues and submit maintenance requests.
• Coordinate scheduled vendor visits for office equipment maintenance.
• Maintain filing systems to track office-related activities and expenses.
• Perform other duties as assigned.

Requirements

• High school diploma or equivalent required.
• At least two (2) years of previous administrative, office coordination, or front desk experience.
• Multi-line phone experience.
• Working knowledge of mail processes such as postage machine, FedEx, and UPS.
• Ability to handle sensitive and confidential information with discretion.
• Ability to work in a professional manner.
• Attention to detail and follow-through.
• Excellent time management skills.
• Ability to multi-task and prioritize work.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Proficient in MS Office and Google Workspace.
• Warm, professional, and welcoming presence.
• All CPNYC staff must successfully complete pre-employment clearance requirements prior to their start date, including a Statewide Central Register database check, a Justice Center Staff Exclusion List check, and fingerprint-supported criminal history screening.
• Mandated reporter training is required of all staff.

Skills

• MS Office
• Google Workspace
• Paycom experience preferred
• Familiarity with other HRIS or applicant tracking systems preferred
• Spanish language proficiency preferred

Location

• Brooklyn, NY
• Bronx, NY

Work Type

• Full Time
• On-Site

Experience Level

• 2+ years of administrative, office coordination, or front desk experience

Education Level

• 2 Year Degree
• Associate degree or coursework in Human Resources, Business, or a related field is a plus

Salary/Compensations

• $35,000.00 - $40,000.00 per year

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• 403B Plan

About the Company

• Children of Promise, NYC (CPNYC) reimagines a just society that values the purpose of every child impacted by mass incarceration and removes barriers to create opportunities for children to thrive and achieve their full potential.
• CPNYC's mission is to support and advocate for the children of incarcerated parents while speaking out against root causes that affect the communities we serve, including systemic racism, poverty, and bias in our nation's criminal justice system.
• CPNYC has successfully developed an innovative model, the only one of its kind in New York City, which co-locates a licensed mental health clinic and children's centers in Bedford Stuyvesant, Brooklyn, and the South Bronx.
• CPNYC provides an array of youth development programming and services tailored to each child's individual strengths and challenges and fosters a unique uplifting environment to foster hope and resilience.

Equal Opportunity

• Children of Promise, NYC is an Equal Opportunity/Affirmative Action Employer.
• All employment decisions are made without regard to race, color, age, gender, gender identity or expression, sexual orientation, marital status, pregnancy, religion, citizenship, national origin/ancestry, physical/mental disabilities, military status or any other basis prohibited by law.
• EOE, M/F/D/V