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Administrative Assistant

  • Location: Brooklyn, NY
  • Job Type: Right to Hire
  • Ref No: 19-06773
  • Date: November 18, 2019
  • Job title:
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Job Description - Administrative Assistant

A non-profit organization headquartered in Brooklyn, NY is looking for an Administrative Assistant for one of their locations. The Aiello Day Service Program is looking for an individual who is an efficient and comfortable being a member of a team. Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. The Administrative Assistant position will report to the Assistant Program Coordinator, Day Service Supervisors and Program Coordinator.


  • Manage workflow by assigning tasks to other administrative employees daily, ensuring that deadlines are met and work is completed correctly.
  • Assist in tracking OPWDD training requirements for all new on boarding new employees.
  • Implement and monitor systems as directed by management team, and see that systems are through to completion.
  • Familiar with operating lotus notes payroll system and ADP.
  • Department such as Payroll, Accounting/Fiscal and Human Resource Departments.
  • Submit and reconcile petty cash program funds and expense reports to accounting department
  • Responsible for overseeing  program petty cash as per company polices and  producers.
  • Prepare and monitor invoices.
  • Generate various reports.   
  • Assume responsibility for maintenance of office equipment, including computers, copy machines and fax machines.
  • Maintain office supplies by checking inventory and order items.
  • Develop and maintain a filing systems are per OPWDD auditing requirements.
  • Respond to questions and requests for information.
  • Ability to analyze and revise operating practices to improve efficiency.
  • Detail oriented and comfortable working in a fast-paced office environment
  • Exceptional communication skills.
  • Superior organization skills and dedication to completing projects in a timely manner.
  • Prepare agenda  during all staff,clinical and training meetings.  
  • Take accurate minutes of meetings. 
  • Cover the reception desk as per program needs.
  • Handle sensitive information in a confidential manner at all times.


  • Experience in a non-profit organization
  • experienced with heavy calendar management
  • The ability to multi-task, while maintaining complex schedules and managing administrative support
  • The ideal candidate for this job is resourceful, a good problem solver and organized.
  • Assuring a steady completion of workload in a timely manner is key to success in this position.
  • Time Management


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