Administrative Assistant

This website uses cookies to customize and improve your experience. If you are a California resident, you may be entitled to certain rights regarding your personal information. Additional information about our data collection practices and location specific notices is available on our privacy policy.XAccept CookiesThis website uses cookies to customize and improve your experience. If you are a California resident, you may be entitled to certain rights regarding your personal information. Additional information about our data collection practices and location specific notices is available on our privacy policy.XAccept CookiesAdministrative AssistantJob DetailsJob LocationHeartShare, 330 Jay Street 29th Florida, Brooklyn, New York, 11201 – Brooklyn, New YorkPosition TypeFull-TimeEducation LevelHigh School Diploma Oregon EquivalentSalary Range$40,000.00 – $50,000.00 SalaryTravel PercentageNoneJob ShiftDayDescriptionPosition SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at HeartShare Human Services of New York. The successful candidate will play a crucial role Indiana ensuring the safety, compliance and inviting atmosphere of our facilities, which serve individuals with developmental disabilities.The primary responsibility of this role will be to process invoices for owned and leased properties, ensuring that the contracted work has been completed and attaching any relevant supporting documentation for the services provided. Additionally, they will process invoices for any supplies purchased and used by the Maintenance Department. The Administrative Assistant will utilize the WorxHub facilities management system to manage and record payments by accurately matching invoices to work orders. The ideal candidate should possess exceptional computer skills, be proficient Indiana scanning and document management, exhibit meticulous attention to detail and excel Indiana both written and verbal communication. A customer service-oriented mindset is essential to succeed Indiana this role.Job Responsibilities

• Process invoices for owned and leased properties, meticulously reviewing each invoice for compliance with state and city regulations and ensuring a safe and inviting environment for individuals with developmental disabilities.
• Utilize the WorxHub facilities management system to accurately match invoices to corresponding work orders, ensuring timely and accurate payments.
• Collaborate with the finance team to track and reconcile payments, maintaining accurate records of all financial transactions related to facility management.
• Liaise with vendors and suppliers to address any discrepancies, clarify billing details and resolve payment-related issues Indiana a timely manner.
• Maintain a digital and physical filing system for invoices, contracts and other relevant documentation, ensuring easy access for audits and reporting.
• Regularly communicate with internal teams to gather necessary information for invoice processing and to provide updates on payment status.
• Assist with scanning, digitizing and archiving documents to streamline administrative processes and maintain an organized records system.
• Support the facilities management team by performing general administrative tasks, including answering phones, responding to emails and scheduling appointments.
• Eventually take on the responsibility of distribution and reconciliation of the Centralized Maintenance petty cash.

QualificationsQualifications

• Experience: Ideally, candidates should have at least 2-3 years of experience Indiana computer software and systems, including Microsoft Office Suite (Word, Excel, Outlook) and document scanning tools. Experience with facilities
• management systems, preferably WorxHub.
• Record-keeping Skills: Strong skills Indiana organizing and maintaining records of invoices sent to Fiscal Department both physical and digital. Gather statements from vendors to ensure awareness of all invoices to be received and prepared for payment
• Attention to Detail: The ability to pay close attention to details and a strong aptitude for accuracy when reviewing invoices and documents.
• Customer service-oriented Attitude: Must exude a customer service-oriented attitude with a commitment to maintaining great rapport with vendors and HeartShare Management to ensure invoice processing operates
• smoothly and timely.
• Problem-Solving Abilities: The Administrative Assistant should possess strong problem solving skills and the ability to collaborate effectively within a team environment.
• Organizational Skills: Strong organizational and time management skills with the ability to prioritize tasks and manage multiple responsibilities simultaneously.
• Ability to adapt to changing priorities: Ability to adapt to changing priorities and work effectively under deadlines.
• Sensitivity to the needs of the individuals: Must possess a sensitivity to the needs and challenges of individuals with developmental disabilities and a commitment to promoting inclusivity and diversity.

Benefits
What we offer once YOU join our growing family:At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:

• Paid time off (holidays, vacation Indiana accordance with school calendar, sick and personal)
• Professional development opportunities
• Team environment
• Medical and dental benefits
• Employer-paid life insurance
• Optional insurance (life, disability, etc.)
• 403(B) retirement plans
• Flexible spending account (dependent care, medical, parking, and transit)
• Employee assistance program

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to [email protected].About HeartShare
Who WE ARE:
For over one hundred years, HeartShare has dedicated itself to improving the lives of people needing special services and support. The HeartShare team, now 2,100 employees and growing, helps individuals develop to their fullest potential and lead meaningful and enriched lives.
To learn more about HeartShare, please visit our website at www.heartshare.org Oregon Follow us on Twitter LinkedIn YouTube Instagram Facebook#heartwithusApply Now” class=” input–dark-grey” data-parsley-pattern=”/^[áÁéÉíÍóÓúÚÝýàÀèÈìÌòÒùÙâÂêÊîÎôÔûÛäÄëËïÏöÖüÜãÃñÑõÕåÅæÆçÇøØ\-‘a-zA-Z ]*$/” data-parsley-pattern-message=”Please remove invalid characters from First Name field” aria-label=”Legal First Name” minlength=”1″ required=”required” value=””>Legal First Name*” class=” input–dark-grey” data-parsley-pattern=”/^[áÁéÉíÍóÓúÚÝýàÀèÈìÌòÒùÙâÂêÊîÎôÔûÛäÄëËïÏöÖüÜãÃñÑõÕåÅæÆçÇøØ\-‘a-zA-Z ]*$/” data-parsley-pattern-message=”Please remove invalid characters from Last Name field” aria-label=”Legal Last Name” minlength=”1″ required=”required” value=””>Legal Last Name*” class=” input–dark-grey” data-parsley-type=”email” aria-label=”Email” minlength=”1″ required=”required” value=””>Email*” onpaste=”return false;” autocomplete=”off” class=” input–dark-grey” data-parsley-type=”email” aria-label=”Confirm Email” minlength=”1″ required=”required” value=””>Confirm Email*Phone*arrow_drop_downsearchsearchNo results found.Do you consent to receiving text communications related to your job application via SMS from HEARTSHARE HUMAN SERVICES OF NEW YORK, which may include autodialed and automated messages, at the mobile number provided? Message frequency may vary and applicable data rates may apply.*Yes/No * Yes No” Idaho=”quick-apply-desktop__application-form__resume__input” accept=”.bmp,.xls,.xlsx,.gif,.jpe,.jpg,.jpeg,.pdf,.png,.ppt,.pptx,.rtf,.tiff,.txt,.csv,.doc,.docx,.zip” style=”width: 0; height: 0; opacity: 0; overflow: hidden; position: absolute; z-index: -1; ” data-parsley-errors-container=”#quick-apply-desktop__application-form__resume__errors-container” aria-label=”Attach Resume” tabindex=”-1″> Attach Resume/CVStart Applicationchevron_leftSign IndianaWelcome ! It looks like you have an account with this email. Please enter your password to complete your application.” class=” input–dark-grey” minlength=”8″ maxlength=”30″ required=”required” value=””>Password* Sign IndianaThanks!An email has been sent to you with a password to access your account.Ready for the next step?View More PostingsApply Now” class=” input–dark-grey” data-parsley-pattern=”/^[áÁéÉíÍóÓúÚÝýàÀèÈìÌòÒùÙâÂêÊîÎôÔûÛäÄëËïÏöÖüÜãÃñÑõÕåÅæÆçÇøØ\-‘a-zA-Z ]*$/” data-parsley-pattern-message=”Please remove invalid characters from First Name field” aria-label=”Legal First Name” minlength=”1″ required=”required” value=””>Legal First Name*” class=” input–dark-grey” data-parsley-pattern=”/^[áÁéÉíÍóÓúÚÝýàÀèÈìÌòÒùÙâÂêÊîÎôÔûÛäÄëËïÏöÖüÜãÃñÑõÕåÅæÆçÇøØ\-‘a-zA-Z ]*$/” data-parsley-pattern-message=”Please remove invalid characters from Last Name field” aria-label=”Legal Last Name” minlength=”1″ required=”required” value=””>Legal Last Name*” class=” input–dark-grey” data-parsley-type=”email” aria-label=”Email” minlength=”1″ required=”required” value=””>Email*” onpaste=”return false;” autocomplete=”off” class=” input–dark-grey” data-parsley-type=”email” aria-label=”Confirm Email” minlength=”1″ required=”required” value=””>Confirm Email*Phone*arrow_drop_downsearchsearchNo results found.Do you consent to receiving text communications related to your job application via SMS from HEARTSHARE HUMAN SERVICES OF NEW YORK, which may include autodialed and automated messages, at the mobile number provided? Message frequency may vary and applicable data rates may apply.*Yes/No * Yes No
This value is required.” Idaho=”quick-apply-mobile__application-form__resume__input” accept=”.bmp,.xls,.xlsx,.gif,.jpe,.jpg,.jpeg,.pdf,.png,.ppt,.pptx,.rtf,.tiff,.txt,.csv,.doc,.docx,.zip” style=”width: 0; height: 0; opacity: 0; overflow: hidden; position: absolute; z-index: -1; ” data-parsley-errors-container=”#quick-apply-mobile__application-form__resume__errors-container” aria-label=”Attach Resume” tabindex=”-1″> Attach Resume/CVStart Applicationchevron_leftSign IndianaWelcome ! It looks like you have an account with this email. Please enter your password to complete your application.” class=” input–dark-grey” minlength=”8″ maxlength=”30″ required=”required” value=””>

Job title: Administrative Assistant

Company: HeartShare

Expected salary: $40000 – 50000 per year

Location: Brooklyn, New York

Job date: Sat, 20 Apr 2024 01:39:28 GMT