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About the Role

AHRC NYC is seeking an Administrative Operations Assistant for their Real Property division to support a department head and/or department. This role involves overseeing administrative activities, serving as a liaison, providing general office assistance, preparing reports and correspondence, processing forms, and maintaining databases and records.

Responsibilities

Supervise and coordinate activities of administrative staff for a department hub, region, or program site.
Serve as liaison between management, main office/hub, and program sites.
Perform a wide variety of operational support activities.
Compile, record, and verify data related to department, programs, attendance, personnel and/or payroll records.
Prepare and update reports and spreadsheets.
Track and maintain maintenance team via FMX system, reporting.
Track invoices for maintenance work performed for program sites.
Put together maintenance contracts.
Update fire alarm, sprinkler inspection and vendor list.
Track open projects and fleet vehicles and drivers (maintenance, inspections, EZ Pass, violations / tickets).
Conduct a variety of financial, budget and contract tasks.
Prepare and process invoices in workplace.
Crosscheck invoices to FMX tickets and contracts.
Reconcile invoices, petty cash and credit card transactions.
Prepare financial and administrative reports.
Ensure that financial, statistical, and billing information is compiled and submitted in a timely fashion.
Draft correspondence.
Create forms and spreadsheets.
Open and distribute mail.
Order supplies.
Schedule appointments.
Maintain calendar.
Greet visitors.
Screen phone calls.
Organize and maintain paper and electrical files.
Respond to information requests.

Requirements

H.S. Diploma or G.E.D. plus 5 years of related work experience, AA or BA degree plus 2 - 3 years of related work experience, or an equivalent combination of education and experience.
Intermediate computer skills including experience with and knowledge of Microsoft Word, Excel, and Outlook.
Demonstrate the ability to learn and use agency specific computer databases (e.g. UltiPro, Workplace, Great Plains).
Exhibit excellent organizational and coordination skills.
Ability to manage multiple tasks simultaneously, while exercising independent judgment and problem-solving abilities.
Excellent interpersonal and communication skills.
Experience interacting with senior management, staff, individuals with intellectual and developmental disabilities and their families.
Ability to communicate effectively and tactfully in both verbal and written forms.
Ability to establish and maintain effective working relationships with those contacted in the performance of required duties.
Ability to input information into databases, create reports and spreadsheets, and process invoices.
Experience working in a non-traditional workplace, such as one with Individuals with developmental disabilities.

Skills

Microsoft Word
Microsoft Excel
Microsoft Outlook
UltiPro
Workplace
Great Plains
FMX system
Database management
Report generation
Spreadsheet creation
Invoice processing
Financial reconciliation
Budget management
Contract management
Organizational skills
Coordination skills
Task management
Independent judgment
Problem-solving
Interpersonal communication
Verbal communication
Written communication

Location

Manhattan 10038

Work Type

In-office
Full-time

Experience Level

2-3 years (with AA/BA)
5 years (with HS Diploma/GED)

Education Level

High School Diploma or G.E.D.
Associate's Degree
Bachelor's Degree

Salary/Compensations

$45,000-$50,000 per year

Benefits

Low cost, high quality Medical Insurance (single & family plans)
403(b) retirement plan
403(b) company match
Dental insurance
Employee discount
Flexible Spending account
Life insurance
Paid time off (sick, personal and vacation)
Professional development assistance
Referral program
Tuition reimbursement
Vision insurance

About the Company

AHRC New York City is a large, complex nonprofit organization dedicated to supporting neurodivergent children and adults (those with autism, down syndrome, cerebral palsy, intellectual/developmental disabilities, and other disabilities) through a broad spectrum of services.
AHRC NYC is a family-governed organization that envisions a socially just world where the power of difference is embraced and reflected in all that we do.
Generosity guides AHRC NYC as they honor their legacy and continuously grow through a culture of curiosity, creativity, and optimism.
AHRC NYC advocates for people with disabilities to lead full and equitable lives.

Equal Opportunity

AHRC New York City is an Equal Opportunity Employer.
We consider applicants for all positions without regard to age, race, color, creed, religion, national origin, alienage or citizenship status, gender, sex, sexual orientation, pregnancy, disability, marital status, partnership status, military status, status as a victim of domestic violence, sex offenses or stalking, genetic information, or unemployment or any other protected characteristic under federal, state or local law.
All your information will be kept confidential according to EEO guidelines.