Administrative Assistant

Job Details

Job Location

HeartShare, 330 Jay Street 29th Fl, Brooklyn, NY, 11201 - Brooklyn, NY

Position Type

Full-Time

Education Level

High School Diploma or Equivalent

Salary Range

$40,000.00 - $50,000.00 Salary

Travel Percentage

None

Job Shift

Day

Description

Position Summary

We 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 in 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 in scanning and document management, exhibit meticulous attention to detail and excel in both written and verbal communication. A customer service-oriented mindset is essential to succeed in 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 in 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.

Qualifications

Qualifications

Experience: Ideally, candidates should have at least 2-3 years of experience in 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 in 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 paymentAttention 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 in 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 Leaves@heartshare.org.

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 or Follow us on Twitter LinkedIn YouTube Instagram Facebook

#heartwithus