Overview

Union Settlement is an on-the-ground resource for East Harlem residents of all ages, and a passionate advocate for the needs of underserved communities. Since opening our doors in 1895, we have brought education, wellness and community-building programs to our neighborhood, empowering New Yorkers with opportunities to better their lives. More than 350 staff work in our organization, and our services impact 10,000 people every year. By helping our neighbors realize their goals, we build the vitality and success of East Harlem. For more information about Union Settlement, please visit our website at www.unionsettlement.org.

Position: Administrative Assistant

Department: Early Childhood Education/Family Childcare Network

Reports to: Family Childcare Network Director

Hours: Full Time 8AM-4PM

Salary: $ 38,711.40

FLSA: Non-Exempt

Position Summary:

The Administrative Assistant is responsible for managing the day-to-day administrative projects of the Early Childhood Education Department. This includes tracking employee recruitment, tracking staff vacancies and staff credentials, coordinating the multitude of paperwork needed to hire new staff, and attending department and agency meetings as needed. General administrative duties including but not limited to answering the phone, taking messages, filing, photocopying, ordering and tracking office supplies, maintaining the copy/fax machine, overseeing internal and external mail distribution. 

 

Responsibilities:

 

  • Receive and greet all staff, families, and guests at the Network, ensuring that all guests and consultants sign into appropriate logs.
  • Answer and direct all incoming phone calls for the Network; take and relay messages when appropriate.
  • Tracking children’s enrollment and attendance.
  • Calculate monthly CACFP claim forms and submit information for provider payment on a monthly basis. 
  • Completing and submitting childcare applications with families for enrollment.
  • Collecting and keeping track of parent childcare fees and submitting payments to the Finance Department.
  • Submit invoices and receipts to the Finance Department. 
  • Invoices and payment coding into the Windscape/DocLink system. 
  • Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
  • Create, maintain and update personnel files for the Family Childcare Network Department.
  • Maintain confidentiality in regards to all reports and files, including employee personnel files. 
  • Coordinate the processing of mandated personal clearances (for prospective and current employees), including but not limited to the Department of Investigation (DOI), NY State Central Registry (SCR), and Child Abuse and Maltreatment certifications. 
  • Create, maintain, and amend the timeline for completion of reports throughout the program year.
  • Complete forms in accordance with agency procedures. 
  • Compose and distribute meetings notes, memos, routine correspondence, and reports.
  • Mail newsletters, promotional materials, and other information.
  • Maintain scheduling and events calendars.
  • Open, read, route, and distribute incoming mail and other materials, and prepare answers to routine letters.
  • Set-up and maintain paper and electronic filing systems for records, correspondence, and other material.
  • Schedule special events, trips, etc. for the entire Family Childcare Network.
  • Assist with planning and organizing all meetings, training, workshops, and events for the Family Childcare Network.
  • Learning to operate new office technologies as they are developed and implemented.
  • Prepares reports for the funding source.
  • Orders equipment, supplies, and other materials approved by the Director.
  • Additional duties as assigned by the Director of the Family Childcare Network.

 

Qualifications:

  • Associates Degree or related field.
  • Ability to perform multiple tasks effectively in a fast-paced, challenging, and constantly changing environment. 
  • Strong computer skills, especially in Microsoft Word and Excel.
  • Experience with the Department of Investigation and State Central Registry processes. 
  • A dedicated work ethic. 
  • Excellent organizational ability and interpersonal skills. 
  • Ability to work independently. 
  • A strong desire to help improve the lives of the residents in the East Harlem community. 
  • Bilingual (English/Spanish) is a plus. 

UNION SETTLEMENT IS AN EQUAL OPPORTUNITY EMPLOYER

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