Administrative Assistant - INSET

BALTIC STREET AEA INC.

New York, NY

$25 Hourly
Part-Time

Job Description

Mission Statement:

Baltic Street Wellness Solutions is committed to providing peer recovery, person-centered, trauma informed, and compassionate services to those with mental health lived experience.

Vision:

Our vision is to drive a cultural transformation within the mental health community by advocating for the underserved, educating for change, and inspiring wellness. We approach our role with cultural humility and mindfulness of oppressive systems.

Core Values:

We value a mentoring philosophy delivered from staff with peer lived experiences.
We value the recovery journey of every individual with a mental health diagnosis.
We value the personal and professional experiences of our staff and board members.
We value community action to change societal views to break the stigma of mental health through advocacy within all systems.
We value everyone’s desire to have opportunities to obtain their visions of wellness.
We value education and training to enhance an individual’s opportunities for growth in one’s personal journey to self-discovery.

Position Summary

The Receptionist/Administrative Assistant provides direct support to the program. This includes calendar management and successful coordination of business meetings. They serve as the main point of phone contact for calls directed to the organization’s main office. They prioritize and manage multiple projects simultaneously with supervision. Must have On-Call flexibility.

The essential functions include, but are not limited to the following:

Ability to work on multiple projects with superb accuracy.
Assist in scheduling interviews for prospective hires.
Create and update program specific literatures (Brochures, Fliers, Event invites etc.)
Office Management: Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies including but limited to purchase orders and project specific invoices.
Manage record keeping systems, forms control, file layout, archive maintenance, updating staff directory and dissemination of memorandums to line staff from administration.
Performs general clerical duties to include but not limited to photocopying, faxing, and emailing.
Maintain files and scheduling.
Create and update databases for inventory, mailing lists, forms and office applications in MSWord, Access, and Excel
Create and help maintain various databases and files in Foothold/AWARDs.
Participate in training to enhance growth and development.

Qualifications:

High School Diploma required; bachelor’s degree preferred.
Experience as an administrative assistant
Working knowledge of Microsoft Excel, Word, PowerPoint, and Outlook
Demonstrate interpersonal skills and proficiency in business vocabulary to effectively represent the company to outside parties.
Excellent writing, proofreading, and editing skills.

Core Competencies:

Strong attention to detail and excellent organizational skills required.
Must have the ability to multitask in a fast paced and deadline driven environment.
Must be able to always maintain professionalism and a positive service attitude.
Must be able to work in a multitask system environment.
Duties are subject to change.

We Are a State Mandated Organization, COVID-19 Vaccinations are Required. Selected candidates must be vaccinated against COVID-19 and have received a booster shot. Baltic Street Wellness Solutions will require selected candidates to submit proof of complete vaccination against COVID-19 and having received a booster shot prior to extending a job offer. If a candidate has a qualifying medical condition or religious exemption that contraindicates a COVID-19 vaccination, an exemption form should be requested from Human Resources.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or listen. The employee frequently is required to use hands or finger, handle, or feel objects, tools, or controls. The employee is occasionally required to stand, walk, sit; reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.