MISSION STATEMENT:

Are you ready to give back to the community while pursuing your passion? For over 50 years, Acacia Network and its affiliates have been committed to improving the quality-of-life and wellbeing of underserved communities in New York City and beyond. We are one of the leading human services organizations in New York City and the largest Hispanic-led nonprofit in the State, serving over 150,000 individuals every year. Our programs serve individuals at every age and developmental level, from the very young through our daycare programs to mature adults through our older adults centers. Our extensive array of community-based services are fully integrated, bilingual and culturally competent.

POSITION OVERVIEW:

Under the supervision of the Program Director, the office aide is the front-line representative of the organization. He/she is responsible for making sure the clients, visitors and staff feel welcome at the Institute while ensuring the operations flow smoothly.

REQUIREMENTS:

• GED/HS diploma required.
• Two years of clerical experience.
• Training in business, office machines, secretarial science, or closely related curriculum in a business school or technical institute.
• Bilingual (Spanish/English) preferred.

• Operates the telephone switchboard and directs calls to the appropriate staff or program.
• Listens effectively and extracts pertinent information. Takes and send through thorough and clear messages.
• Answers, screens and refers telephone calls, greets visitors and refers to appropriate source.
• Takes messages from voicemail system and relays all messages in a timely way to appropriate staff.
• Opens postal mail and electronic mail. Records incoming correspondence, decides routine action to be taken and forwards information for distribution. Reads and sorts electronic mail for the Executive Secretary.
• Phones staff member as soon as a fax arrives for them. Places fax in their box or on their chair.
• Maintains office phone directory.
• Types and formats basic documents. Assists in the distribution of information.
• Uses standard software and send out standard letters as assigned.
• Applies basic knowledge of information required for Institute forms.
• Makes simple travel arrangements, schedules and routine appointments.
• Maintains inventory and orders office supplies.
• Contacts appropriate people to handle basic maintenance issues.
• Handles basic maintenance of standard office equipment.
• Collects data and/or documents and inputs into established paper or electronic system.
• Proofreads documents for basic spelling and grammar.
• Obtains necessary information from appropriate source(s) to complete assigned tasks and shares information with others as needed.
• Ensures reception area is tidy at all times.
• Assists with special events and fundraisers.
• Provides a variety of supportive services as directed by the supervisor.
• Performs other related duties as required.