Administrative Assistant (Restgate)

Job Details: Job Location: Restgate Hotel - Long Island City, NY, Salary Range: $40000.00 - $45000.00Salary/year, Intro/Program Description: Goddard Riverside invests in people & strengthens community, serving more than 20,000 people throughout New York City with a variety of programs for all ages. We work within a social justice framework to create a fair and just society where all people have the opportunity to make choices that lead to better lives for themselves and their families.

Goddard Riverside is part of the Integrated Support Hotel Program. Restgate Hotel will provide services to families with children working towards obtaining permanent housing.

Purpose of Position: Support the effective and efficient running of the program under the direction and supervision of the Program Director. The ideal candidate thrives both in close collaboration with others and when working independently and brings strong administrative and organizational skills with a customer-service-focused approach.

Schedule: Monday through Friday 9:00 am to 5:00 pm

Salary Range: $40,000 - $45,000

Candidates must have the required qualifications to be considered for the position. The salary offer will be based on the candidate’s number of years experience in the exact or comparable position and additional preferred qualifications will be taken into account.
Roles, Responsibilities, and Essential Duties : Role, Responsibilities, and Essential Duties

Administrative and Office Management

Manage and maintain the weekly team schedule in shared Outlook calendar, ensuring accuracy and timely updates
Take thorough notes from team meetings and email out summaries
Independently review, code, and submit all invoices via Intacct (finance system) while handling competing priorities
Oversight of office equipment and program supplies, proactive troubleshooting issues, coordinating repairs, and minimizing downtime to keep operations running smoothly
Manage daily incoming and outgoing mail with speed and accuracy, ensuring nothing is delayed or misplaced
Drive program site organization and cleanliness standards, maintaining a professional environment
Conduct weekly inventory and procurement of office and client supplies, anticipating needs before they become urgent
Manage and update critical file for site
Close out client charts and secure storage, ensuring full compliance

Reporting

Participate in audit preparation
Ensure the critical binder stays up to date
Assist supervisors in preparing audits and ensure program stays in good standing at all times
Ensure required client forms are completed and submitted in real time
Other duties as required to ensure the overall operation of the program

Qualifications/Educational Requirements

Required

High School diploma or GED

Preferred

Associates or Bachelor’s Degree

Proficiency in Spanish and English preferred

Skills, Knowledge and Abilities

Ability to maintain a calm, professional, and welcoming demeanor when working with a challenging population
Strong team player who collaborates effectively across departments to support overall program operations
Strong interpersonal skills, with the ability to build rapport and trust across diverse populations
Strong organizational and systems-oriented approach, with keen attention to detail and accuracy
Ability to manage invoicing, coding, and financial documentation with precision and accountability
Ability to multitask and prioritize competing deadlines without sacrificing accuracy

Computer Skills: To perform this job successfully, an individual should be:

Proficient in Microsoft Office, including Excel
Comfortable with frequent computer use
Able to respond to email communication quickly in a fast-paced environment
Experience with, or ability to learn, computer databases such as CARES, Paycom and Intacct

Physical Requirements

Frequent walking and standing
Ability to lift up to 30 lbsOffice Setting

Employee Benefits

Medical/Dental/Vision

Life Insurance/Commuter benefits/Employee Assistance Program (EAP)/Flexible Spending Accounts

403B Thrift Retirement Plan

12 Annual Sick Days

12 Agency Holidays

20 Days or 4 Weeks of Paid Time off and an additional week (5) days after 5 years of employment

Total of more than 6 weeks (a month and half) of paid time off

We are committed to building an inclusive workplace community grounded in respect for differences. We support hiring a broadly diverse team of qualified individuals who will contribute to our organizations.

Goddard Riverside and Isaacs Center provide equal employment opportunities to employees and applicants for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or any other characteristic protected by federal, state, or local law.

The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of this position and title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically presented in this description. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.