Administrative Assistant

Overview

NADAP is a multiservice non-profit agency dedicated to helping people with medical, behavioral health and social service needs to become self-sufficient. NADAP programs assist disadvantaged populations in New York City and Nassau County. NADAP's services include health insurance enrollment, assessment, care coordination, case management, professional training, job preparation and placement services. NADAP is dedicated to building a culturally diverse workforce, one that aspires to promote an environment that welcomes and supports diversity, equity, inclusion and affirms equal opportunities for all. Visit us at www.nadap.org 

The Administrative Assistant is an essential position of the Office Services department. Working closely with the Office Manager and an Office Assistant, the Administrative Assistant performs an array of dynamic tasks including, but not limited to, cellular and IT equipment distribution, reception coverage, facility services, new hire preparation,  supply management, and invoice processing. In addition, the Administrative Assistant works closely with staff at other NADAP sites to help ensure their office services related needs are met.

Responsibilities

• Help manage the agency's cellular accounts in terms of billing, new hires and staff separations. Handle distribution and tracking of cellular devices and IT equipment, including preparing receipt forms for devices. 
• Monitor invoices and prepare check requests, ensuring that account coding, invoice dates and amounts are correct and all back up documentation is attached.
• Prepare and present 355 Office Services new hire orientation materials and ensure that all required items have been distributed to new employees, including cellular and IT equipment.  
• Stock, maintain and track supplies and assist in the procurement of supplies for other NADAP sites. Research pricing for special request items. Help ensure the facility is safe and clean and the equipment is in working order. 
• Assist with any special projects as they arise.
• Assist with set up and clean up for special meeting requests, such as with food/beverages and audio visual equipment. 
• Download and format monthly copier usage reports for all leased agency photocopiers. Set and distribute copier codes to staff and reset user quotas as needed, upon supervisor approval. Place service calls for the equipment as needed.
• Prepare and print interim business cards for NADAP staff. Prepare set up and submit business card orders to vendor. Log and track business card orders by program.
• Provide front desk phone and reception coverage as needed and as a back-up to the Office Assistant. 
• Sort and distribute incoming mail; process and stamp outgoing mail using postage machine; prepare monthly postage usage reports; assist with larger scale agency mailings.

Qualifications

• High school diploma required, some college preferred.
• Solid computer skills/proficiency with Microsoft Office programs is important to this position; knowledge of Outlook and Excel is necessary.
• Experience with reception functions and/or customer service is preferred.
• Experience with accounts payable functions is helpful.
• The position requires attention to detail and accuracy, and the ability to meet deadlines. Reliability and dependability are also key. 
• Able to be flexible to change priorities throughout the day, based on facility or other time-sensitive office management related functions that may arise. 

Salary: $40,000-43,000/year

Working 5 days on site.