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Administrative Specialist

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Publicado há 16 dias

Program Description: The Administrative Services Team provides centralized customer and clerical services to SCS programs and departments related to purchasing of office supplies and equipment, Invoicing, event and facility rentals to external clients, internal room reservations and set-ups, file storage, and facility maintenance. 

Role Description: As a member of the administrative services team, the AS implements purchasing of office supplies and equipment, prepares invoices for submission to Fiscal for payment, and closing purchase orders in Salesforce. Customer service, operations support, and administrative service tasks, to promote the organization’s facility space rentals, coordinate SCS hosted events, and assist with insurance renewals and facility projects: 1) receive emails and calls and respond to prospective event space renters; 2) maintain client email lists, including data entry, and mailing marketing materials; 3) coordinates event management checklist for internal and external events with IT, facility, and other program staff; and 4) prepare rental and insurance documentation and forms; and 5) assist with collection, sorting and retrieval of requested records and documents for transmittal to carriers and/or counsel. The AS performs other duties as assigned.       

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Support

  • Process all credit card orders and reconciles billing statements for submission to Fiscal.
  • Process all vendor invoices for payment.
  • Enters purchase information and scans related documentation into Salesforce database. 
  • Collects and files/scans copies of completed purchase orders.
  • Receives and responds to staff purchase inquiries, order status and/or delivery updates in a timely manner.
  • Prepares check requests for credit card purchases, invoices received and processes for payment.
  • Sorts and documents incoming checks, fax transmissions, and sign-in sheets. 
  • Maintains electronic vendor invoice and payments folder.

Operations Support

·        Prepares, sorts, and transmits documentation, as needed, for insurance applications and facility projects.

·        Monitors and maintains insurance policy files, renewal, and expiration dates. 

·        Coordinates with program staff to ensure the collection and transmission of insurance/legal document requests.

·        Requests and disseminates insurance certificates as required by programs.

  • Responds to public rental inquires via phone/email and schedules appointments to view the facility rental space.
  • Ensures floor plan set-ups are reviewed with clients prior to events and set-up accordingly.

·        Completes rental documentation, collects scheduled payments, and coordinates deposits with Fiscal staff.

  • Collects and inputs rental data in Salesforce and prepares quarterly event and revenue reports.

Customer Service

·        Provides coverage at the Customer Service Reception when needed.

  • Collects, processes and date stamps outgoing regular/certified/overnight mail via USPS and/or FEDEX mail services. 
  • Assist in completing preparation of Personal Protective Equipment (PPE) packets when needed.
  • Assist with PPE packet set ups for mailing when needed.
  • Accepts deliveries of PPEs packages, sorts, and keeps inventory.

Qualifications/Requirements:

  • High School Diploma or equivalent, college a plus
  • Bilingual English/Spanish
  • Two years of administrative/operations and/or event management experience
  • Microsoft Office, ADOBE, and Excel proficiency; internet search skills + Salesforce experience a plus
  • Available to work evenings and weekends.  

PHYSICAL REQUIREMENTS:

Ability to walk for prolonged periods of time, including up and down stairs.

Local travel via public transportation is required on occasion.    

Sunnyside Community Services’ strength lies in its ability to work with people at every stage in their lives and in their own communities. We pride ourselves in an approach that is comprehensive, caring and community based. 

SCS offers an Excellent Benefits Package:

Comprehensive medical, dental and vision insurance

403B pension plan with employer contribution

Flexible spending account and transit program

Employee Assistance Program

20 days of paid vacation and 12 paid sick days per year

10 paid Holidays

Six personal/floating days

Life Insurance

Long-term disability

Program Description: The Administrative Services Team provides centralized customer and clerical services to SCS programs and departments related to purchasing of office supplies and equipment, Invoicing, event and facility rentals…

Resumo dos Detalhes

  • Comprometimento de Tempo
    Carga Horária Integral
Compensação
Pelo menos USD $18
/ hora

Localização

Presencial
43-31 39th Street, Sunnyside, NY 11104, United States

Como se inscrever

Application Method:

If you would like to join our team, please forward a cover letter and resume with subject line: Administrative Specialist to yquinones@scsny.org. Yasmin Quinones | Support Services Manager

Please note, if hired, Sunnyside Community Services requires all employees to provide proof of vaccination or submit to weekly COVID-19 PCR (Polymerase Chain Reaction) weekly testing as a condition of employment.

Equal Opportunity/Affirmative Action Employer

Application Method:

If you would like to join our team, please forward a cover letter and resume with subject line: Administrative Specialist to yquinones@scsny.org. Yasmin…

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