Administrative Secretary

Cayuga Centers - Bronx, NY3.3

Full-timeEstimated: $36,000 - $46,000 a year
Job Description:Job Objectives:
Under the supervision of the Office Manager, the Administrative Secretary is responsible for acting as receptionist and clerical staff for their assigned office location. The Secretary will perform organizational and clerical duties as assigned, traveling when necessary to each New York City location. This staff member will maintain professionalism in all areas, including confidentiality.

Serve as a receptionist for a New York City Region Offices
Respond to “assistance request phone calls” along with door assistance in a positive and respectful manner
Act as the “first point of contact” for Cayuga Centers guests
Project a professional, friendly and helpful presence
Assist with organizational and clerical duties as assigned.
Create and ensure UC sponsor packets and other New York City program packets are readily available
Assist with file organization, storage, and filing
File paperwork in each program file as needed
Daily retrieval of mail and various errands as assigned
Ensure all necessary UC and other New York City paperwork templates are readily available
Ensure office organization
Conduct clothes ordering, tracking, and distribution
Conduct food ordering and processing for the UC orientation and Cayuga Centers educational learning program, and other New York City programs
Conduct office supply audits as needed
Sort and distribute agency mail
Provide back up to other clerical staff as needed
Attend required training
Read required books
Responsible for complying with rules and regulations governing access to Protected Health Information under HIPAA. Access to Protected Health Information is limited to the extent required to perform responsibilities effectively and efficiently. No access will be permitted unnecessarily. The essential job functions as described, herein, dictate the level of access, use, and disclosure of confidential information
Perform other duties as requested by your immediate supervisor or the Chief Executive Officer

Regular hours will vary. Must be flexible to meet program needs.

Required Experience:
High school diploma with three years of secretarial or administrative experience required.Bachelor’s degree strongly preferred.
Experience working in a busy human services office– strongly preferred
Strong communication and organizational skills and ability to handle numerous tasks – required
Strong skills in Microsoft Office required
Knowledge of clerical and office procedures
Bi-lingual - English-Spanish required. All agency documents and records are in English, so English writing proficiency required. Position itself requires Spanish speaking, writing, and reading proficiency
Good knowledge of English, grammar, spelling, and punctuation
Good proofreading and editing skills
Ability to handle confidential material in a responsible manner
Ability to work effectively in a team context
Demonstrated ability to perform duties with minimal supervision and to exercise greater judgment
Ability to travel to other agency locations as required

Word processing: Including responding to e-mails, composing letters, completing computerized documentation, transcribing minutes for meetings, etc.: This involves sitting at a computer for a minimum of 5 hours and could be up to 7 hours a day depending on program needs
Lifting of Agency file books – weighing approximately 6-8 lbs. each - 5 inch binders. File in them as needed, including sorting paperwork, hole punching, opening and closing of binder rings. As needed
Completing paperwork –Such as copying, stapling as needed
Answering phones, processing mail, filing, lifting packages as needed
Must be able to lift up to 50 pounds
Sit/ride in vehicles, busses, subways, trains, planes – public transportation for lengthy periods of time
Walk up/down stairs as needed
Walk to enter/exit subway and other public transportation as needed
Walk several blocks to get to required location

From: Cayuga Centers